38513BR

Extended Job Title:

Unit Manager - Agreements/Event Manager (Student Affairs/Alberta)

Org Level 1:

Texas Tech Unv Hlth Sci Ctr El Paso

Position Description:

Manages a unit within a department. Plans, organizes and develops goals and procedures for the unit. Represents the unit to administrators, outside agencies and others on relevant matters. Supervises subordinate staff.

Requisition ID:

38513BR

Travel Required:

Up to 25%

Major/Essential Functions:

• Organizes and drives the planning and execution of all special events and annual ceremonies (using the OSA Calendar) to include MS1 Orientation, the White Coat ceremony, Match Day, Convocation, AOA and GHHS induction ceremonies, the Military Commissioning ceremony, and all MS1, MS2, MS3, & MS4 Class meetings and special events. Leads the Convocation Planning Committee and the White Coat Ceremony Planning Committee (SSSE, Faculty Affairs, IA, IT, TTPD, and class leadership), coordinates directly with the Office of Student Services in helping organize and execute the Commencement Ceremony.

• Keeps the Office of Student Affairs compliant as far as budget administration; including, but not limited to PCard purchases and timely purchases for all event needs. Serves as proxi for the Associate Dean of Student Affairs for purchase matters. Timely processing all student services’ financial records (i.e., purchase orders, direct pay, food and entertainment, event approval forms, etc.) Manages all travel arrangements and travel reimbursements for OSA, in accordance with TTUHSC EP Policies.

• In close collaboration with Contracting, responsible for processing all affiliation agreements required for students to rotate at various institutions, with the support of the OSA Analyst II.

• Facilitates students’ NBME registration for USMLE Steps, to include original paper document requiring institutional signature and school embossed seal, and prepares NBME certification forms for students to take Step 1. In close collaboration with the Registrar’s Office, prepares and mails Alumni State Licensure Credentialing forms in a timely manner.

• Within scope of responsibilities, provides training and assigns tasks to supervised staff to ensure mission, objectives, and programs remain on target (i.e., student handbook, property management, office webpage updates, student distribution listings, GPC meetings, etc.). Manages leave requests for staff and forwards to Director for approval. Posts and tracks new hire opportunities for the OSA. In collaboration with HR, manages all epafs and eops. Orients and trains new hires on related office procedures; processes all onboarding paperwork in compliance with HR Policy.

• Assists Director with creating new and efficient workflows for the OSA, and ensures all staff follow office procedures. Assists the Program Manager/Learning Specialist for Student Success with the management of the budget for the tutoring center and tutor payroll.

• Performs Notary services for the Office of Student Affairs.

• Represents the Foster OSA at meetings and on committees as needed or requested by the OSA Deans. Support and assist the Deans and other staff as needed on a daily basis. Perform all other duties as assigned to support the Office of Student Affairs; knows, understands, and follows all office policies and procedures. Adheres to Family Educational Rights and Privacy Act (FERPA) for all students.

• Adheres to all policies, procedures and practices (Regents Rules, TTUS, HSECEP OPs, etc.).

• Personally demonstrates, displays and acts in accordance with TTUHSC EP's Values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork). Serves as a Value's leader while actively promoting and encouraging staff across the institution.

• Performs all other duties as assigned.

Grant Funded?:

No

Minimum Hire Rate:

Compensation is commensurate upon the qualifications

Pay Basis:

Monthly

Work Location:

El Paso

Preferred Qualifications:

• Higher education employment experience directly related to student affairs.

• Prior experience in managing contracts, understanding student fees, grant management, manage recruitment, evaluation and development of personnel.

• Prior experience with data visualization tools.

• Possess excellent English communication skills; includes verbal, written and active listening.

• Ability to interact in a professional, resourceful, and courteous manner.

• Knowledge of administrative analysis and operations.

• Well organized and detail oriented.

• Applies acquired job skills, policies and procedures to complete projects/tasks.

• Exercises judgment within defined procedures and practices to determine appropriate action.

• Expertise with computer software (Microsoft Word, Excel, PowerPoint, and outlook) and other office equipment.

Campus:

HSC - El Paso

Department:

Student Affairs Elp

Required Attachments:

Cover Letter, Resume / CV, Transcript

Job Type:

Full Time

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 (https://app4.ttuhsc.edu/payplan/) .

Job Group:

Senior Other Administrative

Shift:

Day

EEO Statement:

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.

Required Qualifications:

• Bachelor's degree plus three years supervisory experience; OR

• Combination of education and/or supervisory experience to equal seven years.

Does this position work in a research laboratory?:

No

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 (https://www.ttuhsc.edu/emergency/clery-report.aspx) .