Administrative Secretary

3 months ago

Tulsa, United States Oral Roberts University Full time

JOB DESCRIPTION


- FULL TIME

PRIMARY FUNCTION AND RELATIONSHIP TO TOTAL ORGANIZATION:

Provides administrative assistance to support chair (s) in serving the needs of the current and future students and faculty in the Fenimore & Fisher College of Business.

RESPONSIBILITIES

The Administrative Secretary should create and maintain a positive atmosphere and serve as liaison between chairs, faculty, and students. Excellent customer service should be the standard. Administrative Support: Maintain files for all active faculty members, full-time, adjunct, on-campus, online, and virtual. Verify contact information and approved courses with Chair and ACBSP liaison annually. Initiating forms and monitoring changes for Curriculum Change Proposals (CCPS) and Course Schedule Change Requests (CSCRs), to verify changes were made in a correct and timely manner. Maintain adequate levels of all office supplies. Facilitate and distribute all outgoing and incoming mails and shipments. Manage, maintain, and distribute departmental calendar, including: Make and manage all reservations for F&FCOB student clubs and campus rooms outside of GC-3 Semester Projects and Reports Support the Chair with the creation of schedules for upcoming semesters (Redlines) and creating proofing the Fall and Spring Load reports. Attend all College and Departmental Meetings. Take official minutes of all meetings. Forward transcribed notes to the Chair for review and approval. Maintain files of all meeting notes. Prepare, submit, and monitor for completion request for maintenance and repair issues for all F&FCOB offices and classrooms. And assist them with other projects or special needs.

3. Student Support:

Add incoming students from Monday.com (new to ORU as freshmen or transfers) into classes via Banner for their first semester (s). Follow University and college policies and Chair directions to change current student's schedules and execute any needed force-adds. Keep the assignment of Faculty Academic Advisors assigned to students current in Vision. Direct students to proper advisors. Degree Plan Sheets: Maintain current historical masters degree plan sheets on paper, in excel and in PDF. Keep in adequate inventory of all DPS printouts in the F&FCOB offices for campus visits and Quest events. Print the annual book of the new DPS. Take a lead role in preparing for and conducting Undergraduate and Graduate Hooding Ceremonies each Spring, including: Preparing, proofing, and printing Hooding programs. Creating and submitting slides for use during Hooding. Printing and distribution of student name cards. Arrangements for photography during the ceremonies. Obtaining honor cords from the Registrar, distributing them to students for Hooding, and returning unclaimed cords to the Registrar prior to University Commencement. Ordering and distributing student and faculty awards and trophies. Coordinating activities of Junior Honor Marshalls during the Hooding. Assisting the Chair with the scrips for the ceremonies. Administer the processing of applications for scholarship funds managed by the F&FCOB: Have applications ready for student submissions as classes resume in the Spring. Compile all submitted applications and forward data to ORU Financial Aid for verification. Forward data received from Financial Aid to the Chair and Scholarship Commitee. Communicate all award decisions for applicants with the Chair. Administer the Student of the Year selection process. Coordinate the list of elegible students with the Chair. Communicate with nominees to receive their submissions. Organize submitted material to share with Faculty. Assist the Chair with the Faculty election meeting and communicating results with nominees. Order the awards that will be given to the winners at the Hooding ceremonies.

4. Faculty Support:

Prepare and distribute Back to School handouts and information to faculty at the start of the Fall and Spring semesters. Prepare Adjunct Faculty Payroll spreadsheet and Contracts for each upcoming semester per the required due dates. Monitoring and communicate the status of required submissions from Faculty, including: Midterm and Final Grade Syllabi and Textbooks Office Hours Travel Requests.

5. Student Worker Supervision:

Train and supervise a Student Worker to assist with administrative tasks in this position. Monitor UKG/Kronos system for missed punches for all F&FCOB Student Workers. Assist Chair as needed for approval of Student Worker hours for biweekly payroll and preparing reports of Students Worker Hours and payroll costs. Prepare, distribute for signatures, and submit all required paperwork for potential new faculty member, adjunct, full-time, on-campus, online, and virtual.

REQUIREMENTS

EDUCATION:

Requires a High School diploma or GED. College degree preferred.

EXPERIENCE/ SKILLS/ ABILITIES:

Minimum of two years of secretarial or clerical experience Excellent interpersonal and customer service skills Accurate keyboarding skills Computer literacy with proficiency in Microsoft Office Suite Professional demeanor Good reading, mathematical, oral, written, and grammatical skills Ability to articulate information clearly and distinctly for the purpose of disseminating information to constituencies. Organizational skills and attention to detail Familiarity with webpage design and social media platforms Willingness to learn Banner system and other applications Self-Motivated, flexible, ability to multi-task Must have the ability to effectively deal with persons from a variety of cultural backgrounds.

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