JOB SUMMARY

The Senior Administrative Assistant provides principal administrative support to the Department of Accounting & Finance. 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.

EDUCATION

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

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.

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.

• 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