Senior Administrative Assistant- Department of Management and Marketing-Business

Job Summary

The Senior Administrative Assistant provides principal administrative support to the Department of Management & Marketing. This role involves performing confidential clerical duties, managing non-standardized work, and potentially supervising clerical staff. While general instructions on policies and procedures are provided, the incumbent will often work independently on complex assignments, requiring a thorough understanding of departmental and university policies. Performance is evaluated based on completed assignments and results.

Organizational Relationships

• Reports to: Chair of the Management and Marketing Department

Supervises: May supervise Graduate Assistants

ESSENTIAL DUTIES - May include, but not limited to the following:

-Coordinate all travel logistics for the department chair and faculty, including preparing travel requests, purchase orders, making reservations, and submitting travel vouchers for reimbursement. Ensure compliance with university travel policies.

- Advise departmental personnel on current State of Texas travel policies and procedures prior to travel to ensure compliance and proper documentation.

- Maintain confidential records, including personnel files and sensitive departmental documents for the department chair and faculty, ensuring data integrity and compliance with university policies.

- Ensure the accurate and timely submission of Human Resource and payroll documents for all faculty. This includes tracking deadlines and following up on outstanding documentation.

- Oversee the hiring and onboarding processes for Graduate Assistants, collaborating with faculty to assign roles and responsibilities that align with departmental needs.

- Conduct regular inventory checks for all departmental equipment, ensuring accurate records and maintenance of resources. Address any discrepancies and facilitate procurement as needed.

- Reconcile departmental accounts on a monthly basis, verifying expenses against budget allocations and resolving any discrepancies in collaboration with the university's finance office.

- Process hiring paperwork for all recruitment searches within the department, ensuring compliance with university policies and procedures. This includes preparing job postings, collecting applications, and coordinating interview schedules.

- Process faculty and adjunct contracts, ensuring timely completion and adherence to university guidelines. Maintain accurate records of all contracts for reference and auditing purposes.

- Attend departmental meetings and take detailed minutes, summarizing key discussions, decisions, and action items for distribution to faculty and staff.

- Book and manage room reservations for departmental and faculty use, ensuring that all necessary resources and equipment are available for scheduled events and meetings.

-Plan and initiate departmental events, including workshops, guest lectures, and networking opportunities. This includes coordinating logistics, promoting events, and evaluating their success post-implementation.

- Upload and manage textbook adoptions for all faculty and adjuncts, ensuring compliance with university policies and timely submission to the appropriate departments.

EDUCATION

High school diploma or equivalent required. Some college course work preferred.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

EXPERIENCE

Seven years of progressively responsible clerical experience. Additional job-related education may substitute for the required experience on a year-for-year basis.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Familiarity with Concur, Oracle Cloud, and university software for efficient task management.
• Knowledge of office procedures to manage workflows and maintain records effectively.
• Ability to perform accurate calculations for budgeting and financial tasks.
• Capability to coordinate tasks and provide direction to others as needed.
• Strong ability to prioritize tasks and manage multiple projects independently.
• Ability to build effective relationships with students, faculty, and staff.
• Excellent oral and written communication for clear interactions and documentation.
• Ability to represent the department and university in a courteous and professional manner.

COLLEGE AND UNIVERSITY INFORMATION

The MAK College of Business & Entrepreneurship currently has approximately 1,066 undergraduate students and 1,251 graduate students. The College has three areas/departments: Department of Management & Marketing, Department of Accounting & Finance, and Healthcare Administration. You may learn more about the College at http://www.twu.edu/business.

Texas Woman's University holds a notable position in higher education as the nation's largest university primarily for women and is federally recognized as a Hispanic Serving Institution (HSI) with a diverse student body. Established in 1901, and currently home approximately 15,000 students, TWU is a public university that emphasizes the liberal arts and sciences as well as specialized and professional studies in business, nursing, health sciences, and education.

TWU operates three campuses: Houston, Dallas, and the main campus in Denton. The City of Denton, with a population of 150,000, is home to two universities, an active music scene, family friendly events and festivals, unique restaurants, and the historic Downtown Square. Denton is located just 40 miles north of the Dallas/Fort Worth city centers. This metroplex, the nation's fourth largest urban center, has world-class museums, orchestras, opera, ballet, and theatre companies, as well as an array of professional and collegiate sports venues.

TWU prides itself on providing students with a well-rounded educational experience focused on service, integrity, health, and well-being. Respect for diversity in all dimensions (currently ranked 5th in the nation for diversity) and a safe campus environment (Texas Woman's is among the safest campuses in the nation) are among the hallmarks of a TWU education. TWU faculty and staff are passionate defenders of a "learn by doing" experiential learning environment where they provide students with opportunities to engage in campus, workplace, and community activities that can help shape their sense of purpose, their appreciation for the importance of building quality personal and professional relationships, and their ability to address life's challenges. This holistic, mentoring approach to developing students as engaged, productive citizens in the complex world of the 21st Century encompasses understanding of the balance of health, spiritual and mental well-being.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Texas Woman's University strives to provide an educational environment that affirms the rights and dignity of each individual, fosters diversity, and encourages a respect for the differences among persons. Discrimination or harassment of any kind is considered inappropriate.

Texas Woman's University is committed to equal opportunity in employment and education and does not discriminate on the basis of race, color, religion, gender, sex, sexual orientation, ethnic origin, age, veteran's status, or against qualified disabled persons.

All positions at Texas Woman's University are deemed security sensitive requiring background checks.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.