Administrative Assistant - Music Department

Southwestern Oklahoma State University•Weatherford, TX

1d•Onsite

About The Position

The Administrative Assistant’s primary duties include greeting and assisting departmental walk-in and telephone visitors. Acts as a resource for the music department and builds effective, strong working relationships to enhance department operations and functions. Provide administrative support services to the department in a manner that professionally, cordially, and efficiently assists students, faculty, staff, and visitors. Perform routine office duties and functions including purchase orders, travel requests, and other business-related activities. Works closely with Department Chair to assist with course catalog modification, course scheduling and special projects, as well as facilitate activities related to the department. Gain expertise and remain current in knowledge of appropriate programs. Embrace recruitment and retention efforts and support enrollment strategies. Assists with student enrollment. Supervise, schedule, train, and process time sheets for student employees. Assists with maintaining and stocking office supplies. Assists with gathering and organizing information for various reports. Additional duties to support the department as assigned by the supervisor. Specific assignments are based on unit need and assigned by the supervisor which could include but are not limited to such things as departmental communications, maintaining department contact lists, recital program creation, maintaining student and accreditation files, office and student worker schedules, and serving as a liaison to administrative offices for maintenance, work orders, and assistance.

Requirements

One-year experience as a secretary or acceptable equivalent experience or education.
Strong written, verbal, basic math skills, and interpersonal skills.
Ability to utilize office equipment.
Organized, manages time effectively, and keeps tasks appropriately prioritized.
Maintains working knowledge of applicable regulations, policies, and protocols.
Ability to work with, assist, lead, and take directions from others in the interest of moving processes and programs forward to the desired outcome.

Nice To Haves

Proficiency in Microsoft Office.
Knowledge of office management, bookkeeping, record keeping, and data management.
Such alternatives to the above qualifications as the President of SWOSU or their designee may find appropriate.

Responsibilities

Greeting and assisting departmental walk-in and telephone visitors.
Acting as a resource for the music department and building effective, strong working relationships.
Providing administrative support services to the department.
Performing routine office duties and functions including purchase orders, travel requests, and other business-related activities.
Assisting the Department Chair with course catalog modification, course scheduling, and special projects.
Gaining expertise and remaining current in knowledge of appropriate programs.
Embracing recruitment and retention efforts and supporting enrollment strategies.
Assisting with student enrollment.
Supervising, scheduling, training, and processing time sheets for student employees.
Maintaining and stocking office supplies.
Gathering and organizing information for various reports.
Performing additional duties to support the department as assigned by the supervisor.
Handling departmental communications, maintaining department contact lists, recital program creation, maintaining student and accreditation files, office and student worker schedules.
Serving as a liaison to administrative offices for maintenance, work orders, and assistance.