N99913 Administrative Assistant to the Dean
2 months ago
Administrative Assistant to the Dean
College of Education ~ Tahlequah Campus
JOBSUMMARY
This position manages office operations for department asassigned.
MAJOR DUTIES
Provides support for college leadership for office operations; delegates, assigns, or provides secretarial support for the assigned area.
Coordinates the development of program or department budgets; administers and monitors approved budgets.
Assists with personnel management functions as assigned; processes employee paperwork for new hires, terminations, and status changes.
Facilitates office communications with the campus community; responds to requests for information from the public, department personnel, and other university personnel.
Prepares and maintains records; prepares letters, tables, reports, forms, memoranda, and other documents.
Processes and tracks purchase order requests; processes related vendor invoices and tracks payments and maintains purchase order status.
Processes, tracks and codes purchasing card charges; reconciles purchase card statements.
Processes travel claims.
Supervises and provides staffing support for full time, part time and student personnel as assigned.
Performs related duties.
KNOWLEDGE REQUIRED BY THE POSITION
Knowledge of university policies and procedures.
Knowledge of modern office practices and procedures.
Knowledge of university purchasing policies.
Skill in the operation of computers and job-related software programs.
Skill in oral and written communication.
Skill in the provision of customer service.
SUPERVISORYCONTROLS
College leadership assigns work in terms of generalinstructions. Independent judgment isrequired in carrying out many tasks. Completedwork is spot-checked for compliance with procedures, accuracy, and the natureand propriety of the final results.
GUIDELINES
Guidelines include department and university policies andprocedures; university purchasing procedures. These guidelines are generallyclear and specific, but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
The work consists of related administrative and management duties. Diversity of duties, the need for accuracy, and frequent interruptions contribute to the complexity of the position.
The purpose of this position is to manage office operations for the department.Success in this position contributes to the efficiency and effectiveness of those operations.
CONTACTS
Contacts are typically with co-workers, other college personnel, students, faculty, vendors and members of the general public.
Contacts are typically to provide services, to give or exchange information, or to resolve problems.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
The work is typically performed while sitting at a desk or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects and may need to distinguish between shades of color.
The work is typically performed in an office.
SUPERVISORY AND MANAGEMENTRESPONSIBILITY
Thisposition has direct supervision over full time, part time, and/or studentpersonnel as assigned.
MINIMUM QUALIFICATIONS
Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with an associate’s degree or two years of college coursework.
Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years experience or service.
PREFERRED QUALIFICATIONS
Experience with software such as: Banner is preferred
3-5 years of relative office or secretarial experience
College of Education:
Coordinates new hire paperwork including PAFs, Faculty Qualifications, etc.
Coordinates facilities requests including reporting challenges and special projects.
Assists in the coordination of conferences, programs, and special events.
Prepares a variety of schedules and calendars.
Maintains a variety of files and records.
Maintains office inventory supply including reordering as needed.
Makes travel arrangements for assigned personnel.
Answers phones and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.
Annualsalary $31, with excellent benefits, including generous leave time.
Anticipatedhire date: 07/08/2024
Applicationsaccepted until: 06/17/2024
Note:Posting will close to applicants at 11:59 pm, CST, on the date above.
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