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University of Central Oklahoma · 1 month ago

School of Engineering - Administrative Assistant III

Edmond, OK

Part-time

Onsite

Entry, Mid Level

$35K/yr - $35K/yr

2+ years exp

University of Central Oklahoma is seeking an Administrative Assistant III for the School of Engineering. This role provides secretarial and administrative support, manages daily office operations, and assists with departmental budget and communication with faculty, students, and administration.

Higher Education

Work & Life Balance

Responsibilities

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

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

Qualification

Microsoft OfficeOffice proceduresCommunication skillsOrganizational skillsTelephone etiquettePublic relationsMulti-taskingProfessional attitudeTeamwork