Assistant Director at Texas Tech University System
Texas Tech University System · Lubbock, United States Of America · Onsite
- Professional
- Office in Lubbock
Position Description
Performs varied and complex administrative duties in the management and coordination of a large specialized project and/or program. Requires independent judgment and application of established policies and procedures. Works under general supervision with evaluation based on overall results obtained.
Travel Required
None
Major/Essential Functions
1. Manage the Institutional Advancement (IA) Legal email inbox independently with little oversight for day-to-day activities.
a. Review and approve all gift agreements and gift forms utilizing knowledge of business and legal requirements, Regents’ Rules, System Regulations, University Operating Policies and Procedures, and IRS Code.
b. Identify appropriate communication with other departments within the System and Universities, and independent judgment to discern issues that can be answered directly versus issues that should be reviewed by Foundation Counsel.
c. Maintain the IA Legal cloud files of all draft gift agreements.
d. Maintain the IA Legal email inbox in an organized manner.
2. Provide high-level administrative and substantive support to Foundation Counsel. b. Identify appropriate communication with other departments within the System and Universities, and independent judgment to discern issues that can be answered directly versus issues that should be reviewed by Foundation Counsel.
c. Maintain the IA Legal cloud files of all draft gift agreements.
d. Maintain the IA Legal email inbox in an organized manner.
a. Draft, prepare, and review complex gift agreements and other legal documents.
b. Conduct legal training for development officers and staff across the System.
c. Monitor and drive the completion of Foundation Counsel's projects.
3. Be knowledgeable and proficient in navigating Docusign, the Advancement Database, Xtender, Cognos, and Confluence b. Conduct legal training for development officers and staff across the System.
c. Monitor and drive the completion of Foundation Counsel's projects.
a. Fully execute all gift agreements and forms through Docusign in a timely manner.
b. Pull donor and giving information and data reports in the Advancement Database.
c. Run financials and budget reports on endowments and funds in Cognos.
d. Maintain and update gift agreements in Confluence.
4. File annual state registrations for the Foundation in all states.b. Pull donor and giving information and data reports in the Advancement Database.
c. Run financials and budget reports on endowments and funds in Cognos.
d. Maintain and update gift agreements in Confluence.
a. Maintain login and password information for each state website.
b. Update 990 information, and any other documents as may be necessary per state to maintain registration in each state.
c. File extensions as may be required and provide updated information to maintain registration in each state.
5. Assist Foundation Counsel in preparation of Texas Tech Foundation, Inc. (TTFI) Board meetings and Board of Regent (BOR) meetings.b. Update 990 information, and any other documents as may be necessary per state to maintain registration in each state.
c. File extensions as may be required and provide updated information to maintain registration in each state.
a. Assist Foundation Counsel with keeping track of items for TTFI Board and BOR.
b. Prepare and organize materials for TTFI Board and BOR and committee meetings, ensuring all legal and governance documents (items and resolutions) are accurate, properly filed, and ready for official record-keeping.
c. Maintain a deadline calendar for items in preparation for TTFI Board and BOR meetings.
d. Assist Foundation Counsel with BOR agenda book items.
e. Maintain a namings spreadsheet for all gifts associated with a naming at any value.
6. Manage complex assets gifted to the Foundation.b. Prepare and organize materials for TTFI Board and BOR and committee meetings, ensuring all legal and governance documents (items and resolutions) are accurate, properly filed, and ready for official record-keeping.
c. Maintain a deadline calendar for items in preparation for TTFI Board and BOR meetings.
d. Assist Foundation Counsel with BOR agenda book items.
e. Maintain a namings spreadsheet for all gifts associated with a naming at any value.
a. Vetting complex assets, including gifts in kind of real or personal property, mineral rights, closely held business interests, etc.
b. Conduct thorough due diligence to identify any potential liabilities, environmental issues, encumbrances, and marketability.
c. Coordinate with and manage external vendors, real estate agents, contractors, obtain appraisals, etc. for liquidation of the asset.
d. Oversee the temporary management and maintenance of illiquid assets until they can be converted to cash.
7. Always live and promote the values of the Texas Tech University System: People First, Integrity, Community, Exemplary Service, and Resilience.b. Conduct thorough due diligence to identify any potential liabilities, environmental issues, encumbrances, and marketability.
c. Coordinate with and manage external vendors, real estate agents, contractors, obtain appraisals, etc. for liquidation of the asset.
d. Oversee the temporary management and maintenance of illiquid assets until they can be converted to cash.
Grant Funded?
No
Pay Basis
Monthly
Schedule Details
8-5 M-F
Work Location
Lubbock
Preferred Qualifications
- 3-5 years of higher education experience, advancement and/or non-profit corporations.
- Experience with DocuSign or similar electronic signature routing system.
Department
TTUS Institutional Advancement
Required Attachments
Cover Letter, Professional/Personal References, Resume / CV
Job Type
Full Time
Shift
Day
Required Qualifications
Bachelor's degree in the area of specialization or closely related field. Three years of related administrative and technical experience. Additional job related education may be substituted for the required experience on a year-for-year basis.
Does this position work in a research laboratory?
No
Safety Information
Adherence to robust safety practices and compliance with all applicable health and safety regulations are responsibilities of all TTU employees.
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.
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.
About the University
Established in 1996, the Texas Tech University System is one of the top public university systems in the nation, consisting of five universities – Texas Tech University, Texas Tech University Health Sciences Center, Angelo State University, Texas Tech University Health Sciences Center El Paso and Midwestern State University.
Headquartered in Lubbock, Texas, the TTU System is a more than $3 billion enterprise focused on advancing higher education, health care, research and outreach with approximately 21,000 employees and 63,000 students, more than 400,000 alumni, a statewide economic impact of $16.4 billion and an endowment valued at $1.7 billion. In its short history, the TTU System has grown tremendously and is nationally acclaimed, operating at 24 academic locations in 20 cities (18 in Texas, 2 international).
In addition, the TTU System is one of only nine in the nation to offer programs for undergraduate, medical, law, nursing, pharmacy, dental and veterinary education, among other academic areas.
Headquartered in Lubbock, Texas, the TTU System is a more than $3 billion enterprise focused on advancing higher education, health care, research and outreach with approximately 21,000 employees and 63,000 students, more than 400,000 alumni, a statewide economic impact of $16.4 billion and an endowment valued at $1.7 billion. In its short history, the TTU System has grown tremendously and is nationally acclaimed, operating at 24 academic locations in 20 cities (18 in Texas, 2 international).
In addition, the TTU System is one of only nine in the nation to offer programs for undergraduate, medical, law, nursing, pharmacy, dental and veterinary education, among other academic areas.
Job Family
Legal & Compliance
Job Sub Family
Legal
Knowledge, Skills, and Abilities
Highly skilled in the use of technology and computers, specifically Microsoft Office products including Teams, Word and Excel. Organized and detail-oriented, acute attention to detail. Ability to deal with information of a highly confidential nature. Self-motivated with ability to make independent judgments and take initiative on projects and assignments. Excellent verbal and written communication skills. Must be able to multitask and prioritize workload. Customer service skills. Knowledge of Texas laws relating to charitable gift planning, charitable contributions/taxes, real estate, and contracts; In-house or law firm experience.
Annualized Pay Range
$44,500 - $57,900 - $71,200
