Administrative Assistant School of Human Services

Campus

OSU-Oklahoma City

Contact Name & Email

Tiffany Smith, tiffany.r.smith@okstate.edu

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$15.00 - $15.52 Hourly

About this Position

Job Summary:

Performs skilled administrative and clerical duties including basic level accounting utilizing Excel spreadsheets under limited supervision to assist the Dean. Handles finances, including reporting, purchasing and some payroll activities. Works with faculty, staff, students, departments and other schools.

Essential Job Functions:

1. Effectively manages all communications between students, school personnel, and other staff. Resolves issues, staying within scope of position.
2. Types, compiles, prepares and composes documents, reports, bulletins, and written communications.
3. Coordinates collection and preparation of operating reports such as termination and new hire Request and Personnel Action Forms, budget expenditures, statistical records of performance data and student information.
4. Handles all finances including preparation and filing purchase orders and  requisitions through OK Corral, coding invoices, handling credit card transactions, etc. under the direction of the Dean. Assists with inventory and basic revenue bookkeeping activities and prepares necessary financial reports. Tracks expenditures. Works with outside parties to schedule rural fire skills classes using Slate. Sets up registration payments for special events in slate. Collects and reports registration payments from Slate and deposits into fund accounts.
5. Prepare adjunct payroll reports, payroll forms, special pays, and monitors payroll process for School of Human Services.
6. Assists with enrollment procedures, tuition waivers, database entry and student information.
7. Maintains departmental inventory by counting material, equipment, or supplies in stock and orders according to school’s need.  Contacts appropriate individual for equipment repairs for offices; and performs simple preventative maintenance on office equipment.
8. Answer telephone and give information to callers or routes call to appropriate area, and places outgoing calls.
9. Provide assistance or technical information concerning policies, procedures, and other details. Takes and delivers messages.
10. Organizes, maintains, and scans various files including confidential files.
11. Schedules meetings and ensures all information is gathered and arrangements are made.
12. Assists with travel arrangements, appointments, and schedules.  Prepare travel and expense reports as necessary.
13. Maintains minutes and administrative duties at school meetings and Advisory Board meetings.
14. Picks-up, sorts and delivers mail and print jobs daily.
15. Processes daily mailings, bulk mailings, faxes, Fed ex and courier services.
16. Completes all mandatory training and participates in a minimum of two professional development opportunities each year.
17. Performs other related assigned duties.

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Required Qualifications:

• High School/GED (degree must be conferred on or before agreed upon start date)
• Three years of experience in administrative support, office operations or general office management.

Knowledge, Skills, and Abilities:

• Ability to prepare financial information using Excel spreadsheets with accuracy and detail, and ability to understand the budget process and financial documents.
• Must be an independent thinker, capable of coordinating projects without daily supervision.
• Ability to work in a sensitive, highly confidential and professional environment.
• Ability to work as a team, and coordinate special projects as assigned.
• Ability to handle multiple tasks and prioritize effectively with high degree of accuracy and attention to detail.
• Strong interpersonal skills and ability to communicate diplomatically, clearly, and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately with all students, faculty, staff and community partners.
• High degree of initiative to work independently and also collaborate in a team environment.
• Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook).
• Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated history of ethical and professional behavior.

Preferred Qualifications

• Associate's
• Experience in higher education, basic budgeting, accounting skills, and strong computer skills.
• Experience with Banner and Slate a plus.

Working Conditions:

• Must be able to work flexible hours to include some nights and weekends.
• Work will be performed in an office environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms.

Physical Requirements:

• Duties require extended periods of sitting, talking and listening.
• Duties require extensive use of computers, telephone and other office equipment.
• Requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).

 The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.