Administrative Assistant

Administrative Assistant - School of Business

OC Mission and Purpose: Oklahoma Christian University educates, mentors, and inspires learners to fulfill their God-given potential. OC is committed to hiring employees actively engaged in Christian discipleship as we strive to create an employment culture that encourages faculty and staff to lean into the university's Christian mission, emphasizing authenticity and unity, not uniformity. We encourage you to explore our beliefs to determine if our mission is your calling.

Position: Oklahoma Christian University is seeking a skilled leader for the Administrative Coordinator position at the School of Business. This is a non-exempt, 40-hour-per-week position for 12 months of the year. This position reports directly to the Chair of the School of Business.

Primary Qualifications:

* Bachelor's degree (OR) and five years of administrative experience as an Office Manager or Executive Assistant.
* Demonstrated commitment to diversity and ability to communicate and positively engage students and colleagues across racial, gender, and cultural barriers.
* Successful candidates must be active members of a local Church.

Primary Responsibilities:

* Experience with dealing with the public, preferably in an academic environment; supervisory experience.
* Uphold University and School of Business missions through work performed.
* Ability to represent the School of Business to university, student, and outside constituencies.
* Excellent communication skills (written and oral) to interact effectively and diplomatically to obtain and convey information.
* Demonstrated organizational skills and ability to sustain productivity under the pressure of a heavy workload with multiple priorities and competing deadlines.
* Ability to manage multiple projects derived from different constituencies.
* Ability to work independently and proactively, follow through on assignments, take the initiative, and work in a team-oriented environment.
* Ability to sustain productive, mutually respectful, and collaborative interpersonal working relationships with administrators, faculty, staff, and students.
* Strong troubleshooting and problem-solving skills.
* Demonstrated skill in writing reports, memoranda, and proposals appropriately organized, detailed, logical, grammatically, and factually correct; accurate and neat work, with minimal direction or supervision.
* Intermediate aptitude with computer software (e.g., Microsoft Word, Excel, and PowerPoint; and Google Docs, Sheets, and Forms) and ability to learn new computer skills.
* Familiarity with University policies and procedures preferred.
* Ability to operate a personal/laptop computer, laser printer, calculator, FAX, telephone, voice mail, and photocopier.

Administrative Duties and Responsibilities:

* Serve as a liaison between the Chair and other constituencies within School (current and prospective faculty, staff, and students), other departments in the University, as well as outside contacts (e.g., other colleges and universities, agencies, and the business community).
* Serve as a liaison between all faculties, full-time and adjunct, to provide room assignments, supplies, equipment, and other support.
* Help plan and produce School events, including Business Boot Camp, Business Pathways Expo, Advisory Board meetings, Benchmark Society luncheons, Annual Employer Breakfast, and the Annual Awards Banquet.
* Continuously create, modify and change systems and procedures to improve the operation of the School and the service to its students.
* Draft and edit reports, memos, and correspondence, and conduct research on special projects as requested by the Chair.
* Assist with data analysis by gathering data and preparing the basic spreadsheets. Examples include tracking enrollment, faculty load balancing, student/faculty ratios, etc.
* Work closely with the Chair to meet the objectives of the SoBiz budgetary, financial, and planning.
* Reconcile the credit card and maintain a record of receipts. Prepare, track, and audit faculty expense reports, College expenses (including the faculty's), and expense reports (e.g., preparation of payment requisitions).
* Manage the Chair's calendar by booking appointments and ensuring it is balanced.
* Answer telephone and address inquiries to the School of Business.
* Ensure that essential support needs of the School faculty are met.
* Record and maintain minutes of School Faculty and Advisory Board Meetings.
* Close collaboration with the faculty of the School of Business, the Chair of Graduate School of Business, OC Events Office, Administrative Assistant to the Chief Academic Officer, the Registrar's Office, Support Central, Student Success Office, Day Six Office of Career Services, the Bookstore, and GSB Director of Student Support.
* Supervise student workers.

Instructional Support:

* Input and maintain course schedules in Colleague each term, confirm class assignments with the faculty, and distribute any changes in the schedule to appropriate staff.
* Import current-term information into Colleague for schedule preparation and delete any courses no longer being offered.
* Prepare and post a schedule of each classroom to include faculty office hours.
* Maintain quality control of Colleague data related to the schedule, including the status of faculty (full time/adjunct) and assignment of units. Adjust the data as needed.
* Send and track memos to faculty regarding evaluation dates.
* Proctor Student Exams -Coordinate with individual faculty, students, and Student Success Center to arrange for appropriate proctoring of student exams. Budget and Financial Management:

Adjunct Professors:

* Gather all requisite HR documentation (e.g., transcripts, resumes, etc.).
* Prepare, distribute and collect Adjunct memorandums and contracts.
* Serve as a resource for adjunct faculty.
* Book Acquisitions:
* Send out, track, and process book adoptions. Follow-up with faculty and bookstore manager.
* Process (obtain, track, and return) desk/exam copies, including contact with faculty, publishers, and bookstore.
* Prepare requisitions as directed for purchase and borrowing of items.
* Perform other duties as assigned.

Work Conditions:

* Standard office hours are 8:00 a.m. to 5:00 p.m.
* Occasional evening and weekend events may be required
* Salary and Benefits:
* Commensurate with experience and qualifications.
* Standard University benefits package:
* Health insurance premium support
* 403(b) matching contributions
* Tuition discount and other staff benefits

Timetable: Application review will continue until the position is filled. As candidates advance through the screening process, additional materials may be requested.

Oklahoma Christian University does not unlawfully discriminate based on race, color, age, sex, disability, or national or ethnic origin in employment opportunities, in employment, admissions, or the provision of services, in keeping with applicable state and federal laws. Accordingly, subject to the following provisions, the University actively seeks to diversify its employee and student base. Oklahoma Christian University is affiliated with the fellowship of the Church of Christ, and the University is controlled by a Board of Trustees, all of whom are members of the Church of Christ.

The University operates within the Christian-oriented aims, ideals, and religious tenets of the Church of Christ as taught in Holy Scripture. Thus, as a religiously-controlled institution of higher education, Oklahoma Christian University is exempt from compliance with some provisions of certain civil rights laws, including some requirements of Title IX of the Education Amendments of 1972 and Title VII of the Civil Rights Act of 1974. The University intentionally claims and protects its rights to hire co-religionists and individuals who share and support the mission of the University.