Administrative Assistant

1 week ago

Stillwater, United States Oklahoma State University Full time

Position Details

Req ID:

req18612

Position Title:

Administrative Assistant

Position Type:

Staff Full-Time

Position Number:

637275

OSU Campus:

Stillwater

Department:

Trio Programs

Location Address:

Oklahoma State Univerity , 425 Scott Hall

Stillwater, Oklahoma, 74078

United States

Hiring Supervisor:

Dr. Clyde Wilson Jr

Hiring Range

(Contingent upon available funding):

14.00 - 20.00, Hourly

Work Schedule:

Monday through Friday, 8am to 5pm.

Faculty Appt Period:

Job Summary:

The Administrative Assistant reports to the Associate Vice President for Access and Community Impact and is responsible for providing executive-level administrative support and customer service in a highly active and broadly engaged office and division. This position entails preparing and opening Scott Hall daily for business from 8 a.m. to 5 p.m. and serving as the primary contact point for the majority of communications. The Administrative Assistant provides administrative and clerical support to the Associate Vice President, with an emphasis on coordinating and maintaining an active calendar.

Furthermore, the Administrative Assistant is responsible for all administrative duties of the Department of Federal and Sponsored Research and provides daily administrative support to the Inclusive Excellence Support and Engagement (IESE) unit within the Division, which includes the Office of Multicultural Affairs (OMA), the RISE (Retention Initiative for Student Excellence) program, and the Inclusion Leadership Program (ILP). This role includes performing limited OSU Foundation (OSUF) related duties, such as reimbursements, invoice payments, gift deposit voucher preparation, and fund transfer forms. Additionally, the position offers supplemental administrative support and assistance to the division office as needed.

The Administrative Assistant also assists the Associate Vice President with overseeing the administrative and fiscal affairs of the office and division, including personnel administration policy and procedural knowledge, as well as budget, accounting, and purchasing responsibilities. Additionally, the Administrative Assistant serves as a backup for the Executive Administrative Assistant in all OSU administrative systems, including Banner, AIRS, and OK Corral.

Professional development and mentoring in executive administrative support will be available for the Administrative Assistant position. This role requires an extensive working knowledge of all OSU accounting and administrative systems, strong organizational skills, excellent communication and writing skills, advanced abilities with computer software programs (especially Microsoft Word, Publisher, Excel, and PowerPoint), motivation, and the ability to work independently, good decision-making skills, and previous experience working with individuals from diverse backgrounds.

Special Instructions to Applicants

Education & Experience

Position Qualifications:

Minimum Qualifications:

High School/GED

Five years' experience in administrative assistant type duties.

Post-secondary education may be substituted for years of required experience.

Completion of professional certification program or a comparable OSU training certificate program.

Proficient with software programs; Microsoft Word Excel Publisher PowerPoint Typing 35 cwpm.

Preferred Qualifications:

Associate's degree in Business Administration or a related field.

Experience in planning conferences and events; experience in working or interacting with students in some capacity.

Completion of professional certification program or a comparable OSU training certificate program such as Administrative Assistant Fundamentals, Ambassador Program, Supervisor

Academy, Leadership Development Program, or Advanced Leadership Program.

Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination and affirmative action. Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, sexual orientation, gender identity/expression, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions. For more information, visit eeo.okstate.edu.

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