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Administrative Assistant

2 months ago

Edmond, United States Oklahoma City University Full time
Administrative Assistant

Job no: 492728
Work type: Regular Full-Time Staff
Location: Main Campus, Oklahoma City
Categories: Schools and Colleges

VP Area: Arts & Sciences

Department: Arts & Sciences

FLSA Status: Non-Exempt

Benefit Eligibility: Yes

Position Summary:

The Administrative Assistant II performs and coordinates clerical duties for the Petree College of Arts and Sciences. The primary role of the position is to support and facilitate the mission of the College by providing efficient, effective clerical support to the department chairs, faculty members, and students. The Administrative Assistant II reports to the Associate Dean of the College and collaborates with other staff and faculty of the Petree College of Arts and Sciences.

Minimum Qualifications:

  • High school diploma or equivalent required.
  • Two (2) years of administrative support experience is required including office practices and procedures.
Preferred Qualifications:
  • Two (2) years of administrative support experience in higher education is preferred.
  • Some college coursework is preferred.
Job Duties:
  • Demonstrates an attitude and behavior that reflects the values and mission of the college and the university.
  • Provides administrative support to academic divisions within the College of Arts and Sciences by organizing administrative support activities.
  • Greets and directs visitors to the College in a professional manner.
  • Answers and directs phone calls, researches inquiries, and responds or routes communication accordingly.
  • Serves as a communication liaison between faculty, staff, and students.
  • Prepares error-free correspondence as assigned.
  • Provides event planning support for College functions.
  • Coordinates with appropriate departments to ensure the administrative and operational needs of the College including maintenance/repair, budget/accounting, human resources, etc are met.
  • Provides administrative support for committee, department, and College meetings.
  • Assists departments with the department-specific tasks.
  • Maintains departmental records and files.
  • Monitors and coordinates the purchase of office and other supplies, including textbooks.
  • Ensures common areas are free of clutter and suitable for students and guests.
  • Supervise student employees: arrange work schedules, assign duties, and validate work time sheets.
  • Maintain current budget records, post expenses and deposits to accounts, as well as prepare transmittals and vouchers, and maintain petty cash fund in accordance with university policies and procedures.
Other duties as assigned.

Knowledge, Skills and Abilities:
  • Excellent interpersonal skills including cultural sensitivity and competencies.
  • Superior computer skills with specific knowledge and experience with MS word, PowerPoint, Excel, and Outlook. Must be comfortable with technology and flexible in regard to learning new technology unique to the university.
  • Superior organizational, oral, and written communication skills and the ability to work productively under pressure.
  • Ability to manage a broad variety of tasks and shifting priorities in a changing environment and to give careful attention to detail.
  • Must be able to work independently and be self-motivated while still being able to accept supervision and work well in a team environment.
  • Knowledge of basic accounting/budgeting procedures; skills in basic math.
  • Impeccable attention to detail.
  • Ability to handle confidential information with tact and discretion.
  • Ability to anticipate needs of the College's faculty, staff, and students and react accordingly
  • Ability to foresee problems and prevent them by taking action
  • Ability to demonstrate flexibility in the face of change
  • Ability to maintain excellent attendance and regular work hours.
Physical Demands and Working Conditions:
  • Constantly operates a computer and other office machinery.
  • Constantly visually identifies, observes, and assesses.
  • Frequently communicates with university constituents.
  • Frequently remains in a stationary position (standing and/or sitting). Occasionally moves to accomplish tasks and/or to get from one worksite to another.
  • Occasionally moves common office materials.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
  • Work is primarily indoors, but at times may be required to be in an outdoor environment when traveling between campus buildings or off campus.
  • Will be exposed to frequent noise caused by telephones and office machines.
  • Standard office hours are 8:00 a.m. to 5:00 p.m. Monday through Friday; some overtime may be required.


Advertised: 19 Aug 2024 Central Daylight Time
Applications close: