University of Central Oklahoma

Administrative Assistant I (Part-Time) - Engineering & Physics

3 weeks ago
Job ID
2017-4508
Org Number
010117
Department
Engineering & Physics
Division
Provost Vice President
Job Type
Staff
US-OK-
Proposed Salary Range
$11.42 per hour ($11,883.50 annually)
Targeted Job Start Date
9/14/2017
Hours Per Week
20
Weeks Per Year
52
Regular Workdays/Hours
Monday through Friday
Exempt Status
Non-Exempt

Position Overview

Manages the daily operations of the office which may include supervising support staff and students. May coordinate and/or facilitate training and development for division clerical/secretarial and employee support groups. May analyze operating procedures, cost reductions, operating practices, record keeping systems, forms control, office layout, personnel and budgetary requirements, and performance reports. Advises others on processes, procedures, and services. Communicates and assists students, faculty and administrators on University policy matters. Gathers information and prepares various reports, correspondence, and memorandums; researches and resolves issues. Prepares special or confidential reports and assists with special events, projects or surveys. Assumes responsibility for small projects and oversees such projects through to completion. Maintains files and appointment calendars. Monitors, reconciles and assists in the preparation and maintenance of the departmental budget. Manages operation budgets for the department. Responsible for purchases and invoices. Must have knowledge of University requisitioning and purchasing procedures. May be responsible for creating on-line job requisitions for employment and Request for Support Staff/Professional Changes (RSP) forms for employee changes. Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution. Attends meetings and seminars to take notes. Orders and maintains inventory of supplies and equipment. May be responsible for timecards in department. Performs other related duties as assigned.

Department Specific Essential Job Functions

Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.

Qualifications/Experience Required

Requires general education or vocational training or equivalent combination of education and experience. General understanding and use of office equipment.

Qualifications/Experience Preferred

Preferred: Bachelor's degree. Experience in a higher education environment. To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge, skills, and abilities.

Knowledge/Skills/Abilities

Knowledge of office procedures and practices. Must be computer literate in the use of relevant software applications including MS Word, Excel, and Power-Point. Excellent telephone etiquette, communication (written and oral), organizational and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task and attention to detail. Demonstrate a warm and caring professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well in hectic and stressful situations. Must be self-motivated. Ability to listen and synthesize directives. Good supervisory skills.

Physical Demands

Repetitive movement of hands and fingers. Typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

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