Sr Admin Assistant Jobs (NOW HIRING)

Position Description
The Senior Administrative Assistant provides high-level, confidential administrative support to the Department Chair, the Vice Chair of Clinical Services, the Vice Chair of Education, and the Senior Clinical Department Administrator. This role ensures executive time protection, schedule accuracy, departmental coordination, and seamless execution of academic, clinical, and administrative duties. The position requires exceptional organization, discretion, proactive planning, and communication skills.
Major/Essential Functions

• Manage and help maintain meetings, calls, and commitments for department leadership.
• Coordinate internal/external meetings, speaking engagements, and clinic coverage.
• Maintain updated calendar blocks for travel, holidays, family commitments, school breaks, remote work periods, conferences, and post-call days.
• Monitor LISD calendar and add school holidays, first/last school days, student events, & recurring family obligations.
• Ensure all urgent meetings are escalated immediately.
• Protect executive time; prevent scheduling conflicts across all academic, clinical, and administrative responsibilities.
• Maintain Chair's private patient schedule.
• Ensure Friday schedule rotation is accurate and vetted with the Chair annually.
• Maintain shared folders, agendas, summaries, notes, and attendance logs.
• Track action items and follow up monthly.
• Prepare meeting materials and distribute at least 48 hours in advance.
• Maintain documentation for executive meetings and reporting cycles.
• Coordinate logistics, rooms, Zoom links, refreshments, and printing.
• Create agendas, minutes, and PowerPoints.
• Track action items and follow up.
• Maintain organized archival folders in Box.
• Ensure Friday academic meeting rotation is maintained and updated each year. Annually, ready for review by the Chair promptly.
• Draft executive correspondence, announcements, and letters.
• Maintain confidential personnel, strategy, and operational files.
• Manage sensitive communications and executive-level coordination.
• Support high-visibility meetings, donor relations activities, and site visits.
• Maintain updated faculty credential files, CVs, contracts, evaluations, and documentation.
• Assist with provider enrollment and credentialing updates.
• Ensure proper scheduling workflows for LCJJC and RHC are on the Chair's calendar and match the clinic schedule (clinic will schedule and work with families on communication)
• Coordinate faculty schedules to avoid conflicts with call/post-call, leave, or academic duties.
• Order graduation books monthly per departmental tradition.
• Coordinate award submissions, conference nominations, and event planning.
• Assist programs with academic coordination tasks.
• Coordinate all executive travel, including flights, lodging, rental cars, itineraries, conference registration, and event details.
• Add all travel details to the calendar, including confirmation numbers and travel blocks.
• Compile and submit complete travel packets timely and accurately to the Travel Coordinator.
• Upload associated itineraries, receipts, and documentation to digital folders.
• Confirm logistics with event and institutional representatives when needed.
• Prepare briefing documents for travel (agenda, bios, speaking notes, slide decks).
• Handles confidential or sensitive information.

Preferred Qualifications

• 5+ years experience working with senior leadership or executive-level staff

Pay Statement
Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as the institutional pay plan. For additional information, please reference the institutional pay plan website at https://app4.ttuhsc.edu/payplan.
EEO Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information or status as a protected veteran.
Required Qualifications
Bachelor's degree in clerical/administrative area. Two years of progressively responsible administrative or related experience, including one year of task, process,
or administrative project management. Additional job-related experience may substitute for required education on a year-for-year basis.
Jeanne Clery Act
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. To view this report, visit the TTUHSC Clery Act website at https://www.ttuhsc.edu/compliance/clery-report.aspx.
Introduction
Nationally recognized as a Great College to Work For, TTUHSC provides much more than just a job! Enjoy excellent benefits, including paid leave, retirement plans, wellness programs, health insurance and so much more. Ready to start building a rewarding career in a positive environment where you can develop and thrive? Join us as we change the future of health care.
About TTUHSC
Texas Tech University Health Sciences Center is enriching the lives of others by educating students, providing excellent patient care, and advancing knowledge through innovative research. TTUHSC graduates more health care professionals than any other health care institution in the state, conferring 24.2% of all degrees and certificates awarded from health-related institutions in Texas. By providing comprehensive clinical services to more than 10 million individuals across 121 counties, TTUHSC is dedicated to advancing the health of people throughout Texas and beyond. This is where world-class education meets compassionate patient care - and we believe that our people are the reason for our institution's lasting success and bright future.
Being part of the TTUHSC team means being part of an innovative and supportive community that empowers each individual to do their best work. Through our values-based culture, TTUHSC is committed to cultivating an exceptional workplace community with a positive culture that puts people first.
Benefits
TTUHSC is committed to creating an environment where our team members can do their best work, with programs and benefits to support head-to-toe well-being. Explore just a few of the advantages of being a TTUHSC team member:

• Health Plans + Supplemental Coverage Options - Individual health insurance provided at no cost for full-time team members
• Paid Time Off - Including holidays, vacation, sick leave and more
• Retirement Plans
• Wellness Programs
• Certified Mother-Friendly Workplace

Additionally, TTUHSC invests in the success of our team members by providing opportunities for personal and professional growth, including lifelong learning programs, recognition programs, and health and wellness initiatives. Team members also enjoy a variety of other perks, such as special membership rates at local gyms and golf courses, access to state-of-the-art software and facilities, and discounts on travel, technology, entertainment and more.
Visa Information
TTUHSC, at its sole discretion, may initiate new H-1B I-129 visa petitions in accordance with the directive issued by Governor Abbott. Approval from the Texas Workforce Commission is required. On a limited, case-by-case basis, the institution may also sponsor eligible individuals for change-of-status or change-of-employer petitions for qualifying positions. TTUHSC will not pay the $100,000 fee, if applicable.