Administrative Assistant Job Listing at OSU-Oklahoma City in Oklahoma City, OK (Job ID 493284)

Description

Campus

OSU-Oklahoma City

Contact Name & Email

Evan Burkala, evan.burkala@okstate.edu

Work Schedule

Monday – Friday, occasionally includes some evenings and weekends.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$15.00 - $15.52 Hourly

Special Instructions to Applicants

Resume and cover letter are required for full consideration.

About this Position

The Administrative Assistant provides administrative and clerical support for the Office of the Assistant Vice President of Instruction, Accreditation, and Student Success and Vice Provost of Academic Affairs. This role requires strong organizational, communication, and interpersonal skills, along with the ability to manage multiple priorities and maintain confidentiality. Responsibilities include scheduling meetings, managing communications, preparing reports and correspondence, coordinating travel, and serving as a professional liaison to internal and external stakeholders.

Required Qualifications

• High School/GED
• Three (3) years of experience with administrative support, office operations or general office management.   

Skills, Proficiencies, and/or Knowledge:

• Demonstrated ability to maintain strict confidentiality in all matters related to sensitive materials and office matters.
• Exceptional customer service skills with a professional and cordial attitude towards a high number of competing calls, emails, walk in traffic, vendors, and customer demand.
• Provide accuracy in collecting and organizing data required for surveys, student enrollment, and reports.
• Ability to prioritize, manage projects, problem solve, and handle matters in a professional, confidential, and detail-orientated manner.
• Proficiency in Microsoft technologies, including but not limited to: office computers, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook), Adobe Acrobat and other productivity and accounting systems.
• Strong interpersonal skills and ability to communicate diplomatically, clearly, and effectively, both verbally and in writing, to exchange information, give/receive instructions, and respond to inquiries appropriately with all students, faculty, staff, and community partners.
• Self-motivated with the ability and initiative to work independently and also collaborate in a support team environment.
• Professional and diplomatic demeanor and appearance.
• Must be organized, dependable, responsible, and prompt.
• Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated a history of ethical and professional behavior.

Preferred Qualifications

• Associate's degree in Business Management, Office Administration or related field.
• One to two years' experience in higher education or academic office environment.  

Essential Job Functions:

1. Serves as a first point of contact for internal and external stakeholders, providing accurate information and appropriate referrals.
2. Manage and coordinate communications between students, faculty, staff, and community partners. Resolves issues, staying within the scope of the position.
3. Provides professional editing and preparation of general correspondence, minutes and agendas, forms, charts and maintains opportunity tracking for Academic Affairs, as directed.
4. Record and transcribes minutes for Academic Affairs and other committees assigned.
5. Receives and responds to incoming communications, accurately records and relays messages and/or appropriately refers communications.
6. Assists with the collection and achieving of institutional data and reports.
7. Pickup and deliver departmental mail on at least a daily basis and collect documents from creative services for distribution to office.
8. Maintains records for the relevant departmental budget process.
9. Make purchases according to p-card regulations and reconcile accounts for reporting.
10. Makes travel arrangements and completes reimbursement for the Assistant Vice President of Instruction, Accreditation, and Student Success, and Vice Provost of Academic Affairs.
11. Assist with the coordination of calendar and schedule for Assistant Vice President of Instruction, Accreditation, and Student Success and Vice Provost of Academic Affairs to ensure that all appointments are scheduled and/or updated as needed. This includes the coordination of both internal and external constituents for meetings and events. Verbally update Assistant Vice President of Instruction, Accreditation, and Student Success and Vice Provost of Academic Affairs of all appointment/schedule changes.
12. Compiles and prepares documents and reports for the Assistant Vice President of Instruction, Accreditation, and Student Success and Vice Provost of Academic Affairs.
13. Completes all mandatory training and participates in a minimum of two professional development opportunities each year.
14. Performs other duties as assigned.

 

Working Conditions:

• Must be able to work flexible hours to include some nights and weekends.
• Work will be performed in an office environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms.

Physical Requirements:

• Duties require extended periods of sitting, talking and listening.
• Duties require extensive use of computers, telephones and other office equipment.
• Requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).

 The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodation.

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