CETTL - Administrative Assistant III

University of Central Oklahoma•Edmond, OK

1d•Onsite

About The Position

The Center for Transformative Teaching and Learning (CETTL) supports UCO faculty, staff, and students through a variety of professional development programs, services, and resources and promotes the creation of transformative learning experiences for students both within and outside the classroom. CETTL is comprised of the following main programmatic areas: the Student Transformative Learning Record (STLR), 21st Century Pedagogy Institute (21CPI), Educator’s Leadership Academy (ELA), and the Transformative Learning (TL) Conference. The Administrative Assistant III position provides administrative, secretarial, and financial support for CETTL programs and staff. The Administrative Assistant functions as a vital member of the CETTL team, ensuring an organized office environment and contributing logistical support to the team’s programmatic offerings.

Requirements

General education or vocational training and 3+ years’ relevant experience or equivalent combination of education and experience.
Honesty and Integrity.
Ability to present self in professional manner.
Demonstrates a warm and caring professional service-oriented attitude.
Ability to work with others in team environment.
Demonstrate respect in interactions.
Ability to work well with others, fostering a positive working relationship.
Read and comprehend instructions.
Ability to multitask.
Must be self-motivated.
Literate in computer usage and ability to create documents in Outlook, Excel, PowerPoint, and Word.
Ability to operate office equipment.
Ability to accurately type.
Knowledge of basic office procedures and practices.
Excellent telephone etiquette, communication, interpersonal and public relations skills.
Experience interpreting and implementing organizational policies and procedures.

Nice To Haves

Two years of college or secretarial certificate.
Three to four years' experience in customer service, office management, policies and procedures.
Two years of financial bookkeeping and/or tracking experience.
Experience in a higher education environment.
Experience utilizing Zoom and/or Teams web meeting and collaboration app.
Experience using UCO applications such as Banner, Paycom, Touchnet, OnBase Database and Forms, Qualtrics, Smartsheets, and Concur travel software.

Responsibilities

Assists with entry in Banner system, with the management of budget and preparation of reports, special projects and events, department travel, requisitions, follow through of payments, et cetera.
Collects/readies out-going mail for pick-up.
Receives incoming mail/faxes/deliveries and distributes.
Processes materials for mailing.
Mails/hand delivers to appropriate campus offices numerous forms/documents/materials.
Greets visitors, students and faculty by provides wayfinding assistance to ensure a welcoming and seamless arrival experience in office area.
Records, transcribes, and distributes minutes for weekly department meetings; manages and maintains departmental calendars.
Assist CETTL team with coordination of webinars, seminars, workshops, conferences, and other events and programming. Tasks include coordination of materials, mail, registrations, filing of appropriate documents and forms, creating and/or updating webpages, promotional materials, social media, catering, and refreshments.
Sorting/manipulating data and using mail merge to print address and name labels, tent cards (Excel document sent to us as an e-mail attachment).
Assists with CETTL-related conferences, seminars, workshops, webinars, and other events and programming, including providing in-person support for activities taking place on campus and in the OKC metro area. Additional tasks generally include printing materials, tracking registrations, creating, submitting and tracking UCO documents and forms, developing and editing promotional materials and social media, ordering catering and refreshments, etc.
Maintains and tracks inventory of office and supplies, ensuring accurate stock levels, organized storage, and timely replenishment.
Will also organize and maintain storage unit inventory.
Supervises maintenance of office equipment.
Responsible for CETTL Library to include order and label books, scan books in and out and keeping shelf labels current.
Maintains files, appointment calendars and CETTL master calendar.
Serves as CTL building co-captain in order to provide support for CETTL department building needs.
Interacts or coordinates with CETTL student workers in assisting staff members with projects and events.
Works with minimal instruction/supervision, uses independent judgment when appropriate, keeps abreast of university and college policies/procedures, handles confidential information with discretion, and updates skills when needed to meet changing duties of job.
Performs other duties as assigned.