Administrative Assistant AS8823

Oklahoma State University•Stillwater, OK

7d•$14 - $20•Onsite

About The Position

The Administrative Assistant serves as a key leader within the College of Engineering, Architecture and Technology (CEAT) Dean’s Office at Oklahoma State University. This role ensures professional engagement with internal and external stakeholders, manages essential administrative functions, and provides cross-departmental support. It demands exceptional organizational skills, discretion, and the ability to adapt to dynamic office needs. This position maintains responsibility for front office management and leadership, including professional representation, event coordination, supervising and mentoring student employees, record-keeping, and daily administrative tasks such as managing multiple email accounts, mail distribution, reserving and monitoring conference rooms and meeting spaces, and processing supply orders for the Executive Administrative Associate and Dean. As initial contact for the college, the Administrative Assistant oversees communication with faculty and staff within CEAT and across the university, as well as students and external visitors. They are responsible for knowing where to direct various inquiries and must be available for any questions students, faculty, and staff may have. The Administrative Assistant gives the first impression of the CEAT Dean’s office. It is their job to ensure this impression is positive and everlasting. Additionally, this position provides cross-functional support to the Associate Deans and contributes to special projects for the Manager and Assistant Manager of Marketing and Communications and the Senior Manager of Administrative Operations. Such support may include assisting with scheduling, administrative tasks, coordinating meetings and events, and ensuring continuity of operations in the absence of other staff. The Administrative Assistant is cross-trained to serve as back-up for the Executive Administrative Associate to the Dean. In the absence of the Executive Administrative Associate, the Administrative Assistant acts as the liaison between the Dean’s office and various departments, facilitating communication on behalf of the CEAT Dean’s office. In this role, they would need to make decisions on behalf of the Executive Administrative Associate and Dean to maintain office workflow.

Requirements

High School/GED (degree must be conferred on or before agreed upon start date)
Five years of experience in customer service, office supervision and receptionist duties with multi phone line experience.
Excellent interpersonal and communication skills.
High level of organization and attention to detail.
Ability to work both independently and collaboratively in a team environment.
Ability to work and succeed under pressure from deadlines.
Ability to exercise independent judgment and discretion to make quick decisions without waiting for advice from supervisor.
Ability to handle sensitive information and maintain strict confidentiality.
Familiarity with common software, including Microsoft Office, financial software, and databases.

Nice To Haves

Vocational/Technical Business Operations
Five years of administrative assistant support in a college or higher education setting.
Working experience with students and faculty.
Understanding and use of OSU/Banner systems.

Responsibilities

Front office management and leadership
Professional representation
Event coordination
Supervising and mentoring student employees
Record-keeping
Managing multiple email accounts
Mail distribution
Reserving and monitoring conference rooms and meeting spaces
Processing supply orders
Overseeing communication with faculty, staff, students, and external visitors
Directing inquiries
Providing cross-functional support to Associate Deans
Contributing to special projects for Marketing and Communications and Administrative Operations
Assisting with scheduling
Coordinating meetings and events
Ensuring continuity of operations in the absence of other staff
Serving as back-up for the Executive Administrative Associate to the Dean
Acting as a liaison between the Dean’s office and various departments
Making decisions on behalf of the Executive Administrative Associate and Dean to maintain office workflow