School of Engineering - Administrative Assistant III

University of Central Oklahoma•Edmond, OK

3d•$17 - $17•Onsite

About The Position

Provides secretarial and administrative support to School of Engineering professionals and offices and is responsible for the functioning of the office. Handles correspondence; sorting, filing, and mail distribution; phone calls and messages; data posting and recording; document preparation; and customer service. The position may also manage calendars and appointments, plan events and meetings, and assist with the departmental budget. Manages daily office operations, which may include supervising support staff and students. Works closely with the Director to assess operations, forecast needs, maintain finance and personnel records, analyze procedures, and recommend operational changes. Supports policy and procedure development and interpretation and helps ensure compliance with federal, state, and university requirements. Coordinates with the Director and Student Success Advisor regarding academic and personnel needs related to semester course scheduling. Serves as the School of Engineering administration and finance liaison with the Dean’s Office and other campus departments, and researches and prepares reports supporting School initiatives. This is a regular, full-time, hourly, non-exempt, benefit-eligible staff position. It is typically performed in-office at UCO’s main campus in Edmond, Oklahoma, Monday through Friday, 8 a.m. to 5 p.m.

Requirements

General education or vocational training and at least 2 years of relevant experience, or an equivalent combination of education and experience.
Ability to listen to and follow instructions.
Ability to work with others in a team environment.
Ability to read and comprehend instructions.
Demonstrated respect in interactions, honesty, and integrity.
Knowledge of basic office procedures and practices.
Computer literacy, including word-processing software; Microsoft Office is preferred.
Excellent telephone etiquette, communication, organizational, and public-relations skills.
Ability to work well with others and multitask.
Ability to operate office equipment.
Warm, caring, professional, service-oriented attitude.
Ability to work well in hectic and stressful situations.

Nice To Haves

Experience in a higher education environment.
Two years of college or a secretarial certificate.

Responsibilities

Manage daily office operations, which may include supervising support staff and students.
Coordinate or facilitate training and development for division clerical, secretarial, and employee support groups, as needed.
Analyze operating procedures, costs, practices, record-keeping systems, forms control, office layout, personnel and budgetary requirements, and performance reports.
Advise others on processes, procedures, and services; communicate with and assist students, faculty, and administrators on university policy matters.
Gather information; prepare reports, correspondence, and memorandums; research and resolve issues; and prepare special or confidential reports.
Assist with special events, projects, and surveys.
Maintain files and appointment calendars.
Monitor, reconcile, and assist with preparation and maintenance of the departmental budget.
Handle purchases and invoices and apply university requisitioning and purchasing procedures.
Create SEAF forms for student hiring and assist the Chair with paperwork to hire support staff and faculty, as needed.
Greet and screen visitors and phone calls; relay messages, respond or take necessary action, or refer inquiries for resolution.
Handle departmental time cards, as needed.
Collaborate with the Director to assess operations and forecast needs.
Oversee records maintenance for finance and personnel actions.
Analyze departmental procedures, recommend improvements, and develop strategies for change.
Assist with developing, implementing, and interpreting policies and procedures, ensuring compliance with federal, state, and university policies and regulations.
Coordinate with the Director and Student Success Advisor to identify academic and personnel needs related to course scheduling each semester.
Serve as the School of Engineering administration and finance liaison with the Dean’s Office and other campus departments.
Research, compile, and prepare reports supporting School of Engineering initiatives.
Identify potential office issues and proactively identify and implement solutions.
Perform other related duties as assigned.