Oklahoma State UniversityADMINISTRATIVE ASSISTANT in
Job Summary GENERAL SUMMARY: * Provides administrative assistance, clerical support and secretarial services for The Center of the Advancement of Teaching and Learning employees, including appointment scheduling, communications, document production and filing, travel requests, inventory, leave reports, meeting minutes, and purchasing requests. Serves as receptionist for the Center for the Advancement of Teaching and Learning, greeting and directing callers and visitors to appropriate office or individual. Responsible for providing assistance with an array of departmental reports and publications. *PRINCIPAL DUTIES AND RESPONSIBILITIES: * * Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements and coordinates office procedures and systems. * Formats, keyboards, proofreads and edits correspondences, reports, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for accuracy, completeness, dates, and signatures. * Responsible for the PCard and small purchase order system for the department. * Sets up and maintains various office files and records, reports and correspondence in digital and/or print form as required for reference and efficient operation of the office. * Supports development and planning of initiatives using databases, websites, extract reports, and minutes to support department planning, reporting, and evaluation. * Assists with preparation of various reports and proposals as required. * Coordinates room reservations and scheduling of professional development. * Communicates professional development opportunities to the campus. * Collects, compiles, and extrapolates data necessary for the proper functionality of the office and assists in making necessary changes as data indicates. * Supervises and manages work study employees. * Maintains the syllabus management system and process for the campus each semester. * Oversees and coordinates the inventory and circulation of technology for faculty and staff. * Other duties as assigned. ## Position Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. *Minimum Qualifications: * * *Associate Degree in Business and Office Technology or related discipline from an accredited college or university required. * Other combinations of education and experience may be considered in lieu of degree. * Evidences a history of demonstrating ethical and professional behavior. * Two years of related office or secretarial work experience. * Extensive word processing abilities and MS Office applications. * Proficient in spelling, punctuation, proper business English and excellent vocabulary. * Ability to transcribe and type complex, technical and confidential documents accurately and to compose effective and accurate correspondence. * Ability to establish and maintain effective working relationships and make contact with both internal and external constituents. * Confident with multitasking and managing a busy office while completing other tasks. * Professional demeanor and ability to work with diverse clients and visitors. * A positive “can-do” attitude along with a professional appearance and demeanor should be modeled at all times. * Must demonstrate excellent organizational skills and be able to manage multiple ongoing tasks effectively. * Must have a willingness to continually self-initiate learning to remain current in expertise. * Must be flexible, innovative and self-motivated. * Must possess excellent listening and customer service skills. * Must demonstrate excellent oral and written communication skills. * Ability to read, write and communicate with staff, students and visitors. * Must possess excellent interpersonal skills, with the ability to effectively recognize and resolve conflict. * Valid Oklahoma driver’s license is required if performing the functions of the position requires the use of a personal or university vehicle. * Ability to work some evenings and weekends. * Sitting for extended periods of time, walking, reaching, and bending. * Fine hand coordination, and visual and auditory acuity within normal limits. * Normal office physical environment; ability to lift up to 25 pounds.