School of Engineering - Administrative Assistant III

University of Central Oklahoma•Edmond, OK

2d•Onsite

About The Position

The Administrative Assistant III provides secretarial and administrative support to the School of Engineering and is responsible for the functioning of its office. The role manages daily office operations, handles correspondence, maintains records and calendars, answers and routes calls, assists visitors, prepares documents and reports, and helps customers obtain information and documents. Duties may also include supervising support staff and students, coordinating training, planning events and meetings, maintaining the departmental budget, and processing purchases and invoices. Working closely with the Director, the position assesses office operations and forecasts needs; oversees finance and personnel records; analyzes procedures and recommends improvements; and assists with developing, implementing, and interpreting policies and procedures to ensure compliance with federal, state, and university requirements. The role coordinates with the Director and Student Success Advisor on academic and personnel needs related to semester course scheduling, serves as an administration and finance liaison with the Dean’s Office and other campus departments, and prepares reports supporting School of Engineering initiatives. The position is regular, full-time, hourly, non-exempt, and benefit-eligible. It typically works Monday through Friday, 8 a.m. to 5 p.m., in the office at UCO’s main campus in Edmond, Oklahoma.

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 and ability to use word-processing software, preferably Microsoft Office.
Excellent telephone etiquette, communication, organizational, and public relations skills.
Ability to operate office equipment.
Ability to multitask and work well with others.
Ability to maintain a 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 the daily operations of the office, potentially supervising support staff and students.
Provide secretarial and administrative support to department professionals or offices and help ensure effective office functioning.
Initiate and handle departmental or program correspondence; prepare documents, reports, memorandums, and confidential or special reports.
Answer and route phone calls, take and relay messages, greet and screen visitors, and assist customers in obtaining information and documents.
Open, sort, distribute, collect, and deliver mail; perform sorting, filing, data-posting, and record-keeping tasks.
Maintain files, appointment calendars, and records related to finance and personnel actions.
Collaborate with the Director to assess office operations and forecast needs.
Analyze departmental procedures and recommend improvements or strategies for change.
Assist with developing, implementing, and interpreting policies and procedures, ensuring compliance with federal, state, and university requirements.
Advise others on processes, procedures, and services, and communicate with and assist students, faculty, and administrators on university policy matters.
Coordinate with the Director and Student Success Advisor to identify academic and personnel needs related to semester course scheduling.
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; research and resolve issues.
Monitor, reconcile, and assist with preparing and maintaining the departmental budget.
Handle purchases and invoices and use university requisitioning and purchasing procedures.
Potentially create SEAF forms for student hiring and assist the Chair with hiring paperwork for support staff and faculty.
Potentially manage departmental timecards.
Assist with special events, projects, surveys, and meeting or event planning.
Identify potential office issues and proactively identify and implement solutions.
Perform other related duties as assigned.