Executive Associate - Graduate
Lubbock
40332BR
Position Description
Performs administrative and coordinative work in direct support of an executive officer, including such functions as planning, budgeting, supervision and program implementation and evaluation. Performs responsible and complex office support duties, thus relieving the administrator of these duties. Work is performed under administrative supervision with evaluation based on results obtained.
Major/Essential Functions
- Completes course-related materials for the Graduate Program.
- Checks the Course Fee report for accuracy.
- Finalize course workload Excel spreadsheet for the entire Graduate Program and distribute to faculty after approval by the Assoc Dean.
- Manages new employee onboarding processes, including maintaining orientation checklists and ensuring all orientation requirements are completed.
- Develop, manage and maintain processes for managing both confidential and routine records for Graduate Programs.
- Manages the faculty support services for the Graduate Program. Assists faculty members with projects, teaching tools and other items as needed.
- Develop, manage and maintain processes associated with the Graduate Program. This role includes tracking and submitting any adjunct faculty time/pay to the appropriate person.
- Ensure coverage for faculty needs on a daily basis.
- Maintain and submit accurate purchasing card records.
- Maintain Associate Dean's/Department Chair's calendar. Help schedule and plan meetings, provide agendas, and record meeting notes and minutes as needed.
- Maintain frequent contact with administrators, faculty, staff, and students.
- Manages and organizes data and submits orders for textbooks; distributes books accordingly by mail or office delivery.
- Manages and processes travel arrangements for the Associate Dean/Dept Chair, Graduate Program and others as needed.
- Assists with ongoing audits of program files for accreditation purposes and communicates and provides follow-up with Associate Dean of the Graduate Program.
- Provides coverage for other Graduate Program staff on an as-needed basis. Manages daily business activities for the Graduate Program leadership.
- Responsible for using independent discernment to communicate on behalf of the Graduate Program leadership, including initiating and responding to routine correspondence.
- Reviews the Student Handbook and Student Catalog for correctness.
- Update Faculty Adequacy Model each semester for the Graduate Program to include all SON Campuses and sites.
- Graduate Department Advisory Council - set meeting dates, arrange for rooms, notify members, and complete and distribute agenda and minutes.
- Able to run budget reports using the Banner System and keep track of the operating budget for the accounts assigned to the Associate Dean/Department Chair - Graduate Program.
- Compiles agendas and minutes for various meetings, as needed. Communicate effectively via email or phone with members, council and committees.
- Arranges meetings for the Graduate Program.
- Manages and ensures coverage and paperwork for Objective Structured Clinical Examination (OSCE) schedule for the Graduate Program all tracks. This includes all locations.
- Manages and oversees orders of textbook desk copies for the Graduate Department . Facilitates book representative meetings with faculty. Distributes books accordingly by mail or office delivery.
- Manages daily business activities for the Graduate Program Leadership. This includes managing and providing support for the Graduate Program Directors.
- Order learning materials for the Graduate Program.
- Serves as co-chair with an APRN faculty of the Annual Nurse Practitioner Conference Committee. Along with faculty co-chair, responsible for management and all aspects of the
- Annual Nurse Practitioner Conference.
- Manage Alumni education verification forms & letters, as well as credentialing forms for all 50 states. This includes keeping meticulous records of all current students and alumni documentation through the course of their career.
- Maintain and manage the employee reimbursement process through purchasing for licensures & misc. expenses related to site visits performed by faculty.
- Complete and maintain the Graduate Program Calendar for APRN Studies and BSN-DNP Intensives. This also includes other relevant dates, e.g., commencement, orientation, etc.
- Perform other duties as needed.
Required Qualifications
Bachelor's degree required in related area plus six years progressively responsible administrative experience including supervisory experience; OR a combination of education and/or experience to equal ten years.
To apply, please visit: https://sjobs.brassring.com/TGnewUI/Search/home/HomeWithPreLoad?partnerid=25898&siteid=5283&PageType=JobDetails&jobid=885779
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information or status as a protected veteran.
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Texas Tech University Health Sciences Center
Feb 28, 2025