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Lead Administrator
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Position Number: 1831961
Location: Lubbock, TX
Position Type: Business

Lead Administrator
Lubbock
20428BR
Chemical Engineering

Position Description
Performs managerial work providing direction and guidance in setting and achieving goals and objectives; developing policies; reviewing guidelines, procedures, rules, and regulations; establishing priorities, standards, and measurement tools for determining progress in meeting goals; coordinating and evaluating program activities; and establishing and monitoring budgets. May plan, assign and supervise the work of others. Works under limited supervision with latitude for the use of initiative and independent judgment.

Major/Essential Functions

Provides administrative support to the Department Chair i.e. maintains Chair calendar, schedules appointments, arranges meetings, routes and maintains Chair correspondence and email. Note: Department Chair schedule may include evening events, weekend events, etc. Flexibility when coordinating and informing department Chair on changes and modifications is expected.
Coordinates and arranges Chair travel. Acts as Chair Office receptionist via phone and walk-in visitors, guests, students and faculty.
Prepares forms and correspondence on behalf of the Department Chair
Prepares presentations for the Department Chair for the External Advisory Board, AIChE receptions, overview of the department, special visitors, alumni, recruitment, etc.
Maintains and updates marketing materials for the department, e.g., department webpage, social media
Prepares quarterly and annual reports updates for the department to send to alumni, friends and ChE departments
Coordinates and executes Department beautification project and student engagement campaign display
Performs duties, such as managing inventory, ordering and salvaging furniture and equipment, moving furniture, managing graduate student offices, overseeing department spaces, and requesting maintenance, as needed
Performs semiannual space reviews in conjunction with Departmental space committee and updates Departments space distribution records
Coordinates and organizes alumni events for the Department Chair in conjunction with Development
Travels as needed to support all logistics related to event coordination
Maintains and updates spreadsheets and metrics to support the strategic vision of the Department
Coordinates and organizes recruitment and outreach events with faculty, staff, and students
Develops, maintains and updates marketing materials for the department including recruitment fliers for undergraduate and graduate programs, webpage, etc.
Organizes and assists with departmental functions, including advisory board meetings, alumni dinners, ChE and graduation
Prepares draft agendas for faculty and staff meetings. Prepares and/or supervises preparation of minutes for faculty and staff meetings
Organizes update meetings for the Department Chair with External Advisory Board, Student Organizations, Faculty, Staff, and alumni as needed
Coordinates and supports the departmental faculty recruiting effort i. e. administrative contact for faculty recruiting committee, responds to applicant correspondence, schedules and coordinates candidate campus visits and arranges travel, monitors on-line schedule, ensures all aspects of the visit is achieved successfully.
Coordinates visits of distinguished department speakers i. e. acts as point of contact, schedules visits, arranges travel and monitors meeting schedule, etc. Updates webpage with schedules, bios, and abstracts of guest visitors
Coordinates hiring and timesheets of student helpers to support operation of the department
Assists Department Chair and faculty with paperwork and electronic data management associated with ABET, SACS, and Graduate Program accreditation, hiring, student exit interviews, faculty annual reviews, compliance issues, and other reports.
Assists Department Chair with preparation of Tenure and Promotion electronic dossiers
Prepares exit interviews reports and maintains alumni contact lists and statistics
Assists Department Chair and faculty with preparation of university, college and departmental reports and compliance with university and departmental policies and procedures
Assists with departmental projects and events as needed.
Organizes, oversees, and assess the Department student success programs including mentoring and tutoring program
Supervises tutors and writes reports to the Department Chair on performance and evaluation of tutors on a semesters basis
Provides administrative support to the graduate program.

Required Qualifications
Bachelor's degree in area of expertise or closely related area required. Five (5) years of experience in planning, developing, or implementing programs or research grants. Additional education may substitute for required experience on a year-for-year basis.

Preferred Qualifications

Bachelor's degree in business, administration, human resources, English, and or related field.
Five years of experience in planning, developing, or implementing programs or clerical/office management experience. Additional education may substitute for required experience on a year-for-year.
Experience providing successful customer service in person and by phone to diverse groups of individuals.
Excellent communication skills.
Ability to communicate effectively with various constituents - faculty, staff, students, prominent university and external guests and visitors.
Demonstrated problem-solving skills with a high level of accuracy and attention to detail.
Ability to work efficiently and flexibly in a fast-paced environment.
Outstanding organizational and time-management skills.
Demonstrated ability receiving and maintaining confidential and sensitive information at all times.
A superior record of attendance and punctuality in the workplace.
Equivalent combination of relevant education and experience may be substituted as appropriate.
Experience using Apple computers, Microsoft Word, PowerPoint, Excel software, Adobe.
Experience creating doodle and wufoo surveys.
One year of experience scheduling meetings and maintaining appointment calendars.
One year of experience making travel arrangements.
Ability to maintain a professional demeanor with a high degree of tact and confidentiality when communicating with individuals during sensitive, formal or urgent situations.
Demonstrated ability handling multiple time driven tasks with little supervision and working under pressure to meet deadlines.
Demonstrated ability in learning new skills quickly, accepting increasing levels of responsibility and identifying and resolving problems in a timely manner.
Demonstrated ability to take initiative in working both independently and in cooperation with others.

To apply, visit workattexastech.com

As an EEO/AA employer, the Texas Tech University System and its components will not discriminate in our employment practices based on an applicants race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.