University of Central Oklahoma

Administrative Assistant I - Academy of Contemporary Music @ UCO

2 months ago
Job ID
2017-4526
Org Number
010794
Department
ACM E&G
Division
Provost Vice President
Job Type
Staff
US-OK-Oklahoma City
Proposed Salary Range
$10.79 per hour ($22,462 annually)
Hours Per Week
40
Weeks Per Year
52
Regular Workdays/Hours
M-F (Weekends & Evenings will vary)
Exempt Status
Non-Exempt

Position Overview

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.

Department Specific Essential Job Functions

Manages the daily operations of the ACM@UCO Business Development Center.

Serves as backup for Administrative Assistant III during absence and covers the 1st Floor Welcome Center.

Assists with Public Relations and Marketing needs for ACM@UCO.

May advise 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.

May assist with purchases and invoices. Must have knowledge of University requisitioning and purchasing procedures.

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.

May be required to work flexible hours 20% of the time, which may include some evening and weekend hours.

Performs other related duties as assigned.

Qualifications/Experience Required

Performs administrative or manual tasks.

Requires general education or vocational training or equivalent combination of education and experience.

General understanding and use of office equipment.

Strong verbal and written communication skills.

Qualifications/Experience Preferred

Familiar with Apple/Mac based platforms. ACM@UCO is fully Apple/Mac integrated.

Familiar with Adobe Creative Suites.

Knowledge/Skills/Abilities

Knowledge of office procedures and practices. Must be computer literate in the use of relevant software applications (word processing, spreadsheets, database management). 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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