Assistant to the Vice President for Human Resources

Oklahoma City Community College•Oklahoma City, OK

45d•Onsite

About The Position

The Administrative Assistant serves as a key member of the Office of Human Resources, providing high-level support to the Vice President of Human Resources and overseeing a range of critical administrative functions. Responsibilities include departmental budget coordination, milestone recognition planning, internal document preparation, and logistical support for HR-sponsored campus events. This role requires sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced and highly visible environment.

Requirements

Associate's degree in Business, Human Resources, Communications, or a closely related field.
Minimum (2) years of progressively responsible administrative support experience in a professional office setting.
Equivalency/Substitution: Minimum (4) years of directly related experience may be substituted in lieu of a degree.
Knowledge: Microsoft Office Suite, with advanced proficiency in Word, Excel, and Outlook.
Budget coordination, requisitions, and PCard reconciliation.
Event planning and milestone recognition coordination.
Experience using administrative or HR systems for scheduling, budgeting, or records management is preferred.
Skills: Using word processing, spreadsheets, PowerPoint, email and calendaring systems
Written communication, formatting, and internal documentation.
Calendar and meeting coordination for senior leaders.
Abilities: Be reliable and punctual
Pay attention to details
Work both independently and cooperatively with others
Ability to prioritize and manage multiple assignments with accuracy and timeliness.
Ability to be professional in demeanor, use discretion, and professional judgment.
Experience using administrative or HR systems for scheduling, budgeting, or records management is preferred.

Nice To Haves

Bachelor's degree in a related field.
Previous work experience supporting an executive or senior-level leader.
Previous work experience in higher education or the public sector.
Previous work experience coordinating departmental budgets and campus events.

Responsibilities

Provide proactive administrative support to the Vice President of Human Resources, including managing calendars, preparing materials, and tracking action items and deadlines.
Coordinate the Human Resources department's operating budget, including requisition processing, PCard reconciliation, expense tracking, and reporting.
Plan and coordinate the college's employee milestone recognition efforts, including tracking eligibility, preparing awards, and supporting recognition events.
Prepare, edit, and format internal correspondence, documents, reports, and presentation materials for meetings and institutional initiatives.
Coordinate logistics for HR-sponsored campus events, including submitting Dining Services, Facilities, and Marketing requests, managing timelines, and supporting day-of execution.
Monitor office priorities and serve as a central point of contact for routine communication and task coordination across HR functions.
Establish and maintain organized electronic filing systems to ensure timely access to departmental records and documentation.
Assist with the development and implementation of administrative processes to support departmental efficiency and operational consistency.
Support special projects and assigned initiatives on behalf of the Vice President of Human Resources, including gathering data, tracking progress, and coordinating deliverables.
Collaborate with departmental teams on shared projects or initiatives, as directed.
Perform other administrative responsibilities in support of the department's strategic and operational goals, as assigned by the Vice President.
Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.
Contribute to a safe educational & working environment.
Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.
Complete quarterly health and safety training pursuant to OCCC's established safety and health procedures and practices.
Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.