School of Engineering - Administrative Assistant III

UNIVERSITY OF CENTRAL OKLAHOMA•Edmond, OK

4d•$17 - $17•Onsite

About The Position

Provides 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.

Requirements

Requires general education or vocational training and 2+ years’ relevant experience or equivalent combination of education and experience.
Ability to listen and follow instructions
Ability to work with others in team environment
Read and comprehend instructions
Demonstrate respect in interactions
Honesty and Integrity
Knowledge of basic office procedures and practices.
Must be computer literate in the use of word processing software preferably Microsoft Office.
Excellent telephone etiquette, communication, organizational and public relations skills.
Ability to work well with others.
Ability to operate office equipment.
Ability to multi-task.
Demonstrate a warm and 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 secretarial certificate.

Responsibilities

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.
Maintains files and appointment calendars.
Monitors, reconciles and assists in the preparation and maintenance of the departmental budget.
Responsible for purchases and invoices.
Must have knowledge of University requisitioning and purchasing procedures.
May be responsible for creating SEAF forms for student hiring and assisting the Chair with paperwork to hire new support staff and faculty.
Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution.
May be responsible for time-cards in department.
Performs other related duties as assigned.
Collaborates closely with the Director to assess department operations and forecast needs.
Oversees records maintenance for finance and personnel actions.
Analyzes departmental procedures, makes recommendations and develops strategy for change.
Assists with the development, implementation and interpretation of policies and procedures, ensuring compliance with federal, state and university policies and regulations.
Coordinates with the Director and the Student Success Advisor to identify academic and personnel needs related to course scheduling each semester.
Acts as School of Engineering administration and finance liaison, in communication with the Dean’s Office and other departments on campus.
Research, compile and prepare reports to support School of Engineering initiatives.
Identify potential issues that may impact the office and proactively identify and implement solutions.