Administrative Assistant - Communication & Public Affairs

Oral Roberts University•Tulsa, OK

About The Position

The Administrative Assistant provides administrative support to the Chair of the School of Communication & Public Affairs and supports the service and delivery of educational programs. The role manages office operations and departmental workflows; supports academic scheduling, faculty processes, student requests, reporting, and curriculum documentation; maintains department financial and purchasing records; and coordinates communication, meetings, events, and other administrative activities. The position also supervises department student workers and supports school-sponsored trips and recruitment activities.

Requirements

High school diploma or GED required; a degree is preferred.
Three or more years of project support and/or office work experience.
Computer literacy, including proficiency with MS Word, Excel, Outlook, digital scheduling systems, databases, student information systems, and online collaboration platforms.
Ability to learn and effectively use university systems related to scheduling, purchasing, registration, reporting, and communication.
Reading, mathematical, organizational, verbal, written, attention-to-detail, and interpersonal skills.
Ability to prioritize and multitask in a fast-paced office.
Ability to work effectively with staff, administration, students, and parents from varying cultural backgrounds.
Ability to maintain a professional demeanor in a fast-paced work environment with constant phone interruptions.
Ability to maintain a high level of confidentiality.
Must maintain compliance with the Family Educational Rights and Privacy Act (FERPA) policy and procedures.

Responsibilities

Manage office flow and assist the Department Chair or Dean of the College of Arts and Cultural Studies as assigned.
Prepare reports, schedule department meetings, and take meeting minutes.
Maintain financial records for department funds and budgets.
Assist with academic operations, including scheduling coordination, faculty support processes, reporting, curriculum-related documentation, and departmental workflow management.
Serve as a liaison between the School of Communication & Public Affairs and other departments.
Handle departmental email inquiries by answering, consulting others, or forwarding inquiries to the appropriate person.
Answer telephone calls, reply to voicemail, and manage office workflow and deadlines.
Schedule classes for incoming first-year students and help arrange contact between students and instructors.
Maintain semester courses and coordinate with the Registrar’s Office.
Process course request forms, drop/adds, and other petitions that assist students.
Maintain departmental calendars and coordinate departmental events and catering needs with the Department Chair.
Process facility and room requisitions and update classroom schedules as needed.
Assist with departmental events, recruitment activities, advisory meetings, and special projects.
Create files for full-time and adjunct faculty applicants and independent contractors, and assist with arranging interviews for new instructors.
Process lesson report forms and payroll reports for adjunct faculty contract requisitions and student workers.
Supervise department student workers and their timecards.
Support scheduling trips and hotel reservations for co-curricular activities and school-sponsored trips.
Assist with Faculty Load reports, Faculty Sharing reports, budget reports, faculty teaching assignments, and annual reports.
Maintain and requisition departmental purchases.
Maintain digital records, online forms, and the departmental administrative system.
Perform other duties as assigned.