Administrative Assistant - Oklahoma Baptist University

OBU transforms lives by equipping students to pursue academic excellence, integrate faith with all areas of knowledge, engage a diverse world, and live worthy of the high calling of God in Christ.

Oklahoma Baptist University achieves its mission through a shared commitment to the following expectations. All employees must embrace these expectations and model them in their behavior.

• Demonstrate commitment to the essentials of the Christian faith.
• Commit to the mission and vision of Oklahoma Baptist University.
• Treat people with dignity and respect.
• Build relationships on honesty, integrity, and trust.
• Strive for excellence through teamwork, leadership, and a strong work ethic.
• Manage human and financial resources wisely and efficiently.

The Administrative Assistant for the Prison Education Program will assist the Director and, by extension, the PEP Campus Directors to ensure smooth, efficient, and timely office procedures are implemented to effectively support the initiatives of the Prison Education Program in the accomplishment of its mission.

• Support the coordination of Prison Education Program operations across correctional facilities under the direction of the Director and, by extension, the PDP Campus Director(s).
• Maintain and distribute teaching schedules, classroom calendars, course rotation information, and instructor assignments provided by leadership.
• Relay and confirm logistical information with Department(s) of Corrections (DOC) personnel regarding facility access, roster updates, clearance lists, and security requirements.
• Assist in planning and coordinating PEP academic events, including orientations, celebrations, chapel coordination, and guest teaching visits, based on guidance from leadership.
• Support major PEP graduation ceremonies (currently held every other year, with potential expansion to yearly) by assisting with graduate lists, invitations, DOC compliance, preparation, communication, event programs, logistics, and follow up correspondence.
• Communicate promptly when DOC scheduling changes or operational constraints require adjustments.

• Provide administrative support for PEP instructors to ensure smooth instructional operations and ongoing compliance with DOC and OBU requirements in accordance with PEP leadership.
• Track and maintain faculty DOC clearance documentation, background checks, renewal deadlines, and required training; notify instructors proactively when items are due.
• Maintain records of OBU faculty credentials and required academic documentation; assist with onboarding and renewal of adjunct contracts and appointment paperwork.
• Relay teaching schedules, classroom assignments, facility access procedures, and program updates to all instructors.
• Serve as the first point of contact for faculty logistical questions and route more complex issues to leadership as appropriate.
• Assist in the preparation and distribution of syllabi, course materials, assessments, and classroom packets.
• Maintain attendance and grade reports based on documents submitted by faculty.

• Serve as a central communication hub for information flowing in and out of the program.
• Maintain program email correspondence and phone communication, responding or forwarding items appropriately.
• Prepare and distribute newsletters, announcements, and official communications at the direction of program leadership.
• Support PEP-related social media content (as permitted by DOC and OBU), highlighting approved milestones, graduations, faculty involvement, and program development.
• Assist program leadership with donor-relations communication by preparing thank-you letters, event updates, program newsletters, and reports for supporters, ensuring accuracy, professionalism, and timely delivery.
• Ensure all communication reflects professionalism, confidentiality, and sensitivity toward justice-involved students.

• Provide daily administrative support to the PEP Director and Campus Director(s).
• Assist with scheduling, calendar management, meeting coordination, agenda preparation, and minute-taking.
• Maintain digital and physical filing systems in compliance with FERPA and DOC confidentiality requirements.
• Track project deadlines and follow up on assigned tasks to support momentum and timely completion.

• Assist with routine financial processes under the direction of program leadership.
• Submit purchase…