Administrative Assistant

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Campus

OSU-Oklahoma City

Contact Name & Email

Evan Burkala, evan.burkala

Work Schedule

Monday – Friday, occasionally includes some evenings and weekends.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$15.00 - $15.52 Hourly

Special Instructions to Applicants

Resume and cover letter are required for full consideration.

The Administrative Assistant provides administrative and clerical support for the Office of the Assistant Vice President of Instruction, Accreditation, and Student Success and Vice Provost of Academic Affairs. This role requires strong organizational, communication, and interpersonal skills, along with the ability to manage multiple priorities and maintain confidentiality. Responsibilities include scheduling meetings, managing communications, preparing reports and correspondence, coordinating travel, and serving as a professional liaison to internal and external stakeholders.

• High School/GED
• Three (3) years of experience with administrative support, office operations or general office management.

• Demonstrated ability to maintain strict confidentiality in all matters related to sensitive materials and office matters.
• Exceptional customer service skills with a professional and cordial attitude towards a high number of competing calls, emails, walk in traffic, vendors, and customer demand.
• Provide accuracy in collecting and organizing data required for surveys, student enrollment, and reports.
• Ability to prioritize, manage projects, problem solve, and handle matters in a professional, confidential, and detail-orientated manner.
• Proficiency in Microsoft technologies, including but not limited to: office computers, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook), Adobe Acrobat and other productivity and accounting systems.
• 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.
• Self-motivated with the ability and initiative to work independently and also collaborate in a support team environment.
• Professional and diplomatic demeanor and appearance.
• Must be organized, dependable, responsible, and prompt.
• Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated a history of ethical and professional behavior.

• Associate's degree in Business Management, Office Administration or related field.
• One to two years' experience in higher education or academic office environment.

• Serves as a first point of contact for internal and external stakeholders, providing accurate information and appropriate referrals.
• Manage and coordinate communications between students, faculty, staff, and community partners. Resolves issues, staying within the scope of the position.
• Provides professional editing and preparation of general correspondence, minutes and agendas, forms, charts and maintains opportunity tracking for Academic Affairs, as directed.
• Record and transcribes minutes for Academic Affairs and other committees assigned.
• Receives and responds to incoming communications, accurately records and relays messages and/or appropriately refers communications.
• Assists with the collection and achieving of institutional data and reports.
• Pickup and deliver departmental mail on at least a daily basis and collect documents from creative services for distribution to office.
• Maintains records for the relevant departmental budget process.
• Make purchases according to p-card regulations and reconcile accounts for reporting.
• Makes travel arrangements and completes reimbursement for the Assistant Vice President of Instruction, Accreditation, and Student Success, and Vice Provost of Academic Affairs.
• Assist with the coordination of calendar and schedule for Assistant Vice President of Instruction, Accreditation, and Student Success and Vice…