Administrative Assistant 3

Location
Oklahoma, United States
Salary
Salary Not Specified
Posted
Feb 10, 2021
Employment Level
Administrative
Employment Type
Full Time


Position Overview:

Performs general administrative and office support activities; may support faculty, professionals, or a team. Performs word processing and data entry. Maintains file system and department or customer records. Prepares reports and presentation materials and makes copies. Receives and responds to correspondence, manages multi-line telephone system, and may manage department email inbox. Receives and directs visitors and may perform customer service related duties. Sets up for meetings and events, books appointments, manages calendars and/or event spaces. Makes travel arrangements, orders and maintains an inventory of supplies, and makes purchases/complete requisitions. Generates basic reports, transcribes minutes from meetings, and conducts general research. May handle confidential information.

Department Specific Essential Job Functions:

Utilizes problem-solving techniques and management skills to handle the day-to-day operations of the office. Develops, creates and maintains reports as needed by the faculty and Chair of the Department, and assists with the preparation of the departmental reports. Maintains databases to track essential departmental markers such as admissions and program progression and completion. Monitors leave and timekeeping for faculty and staff in the department. Handles the hiring of student employees, approves bi-weekly student timesheets. Prepare department the class schedule for Banner, ensures the effective use of classrooms, assists with the creation of the Faculty Assignment sheets, maintains the budget for both the full-time faculty and adjuncts, monitors textbook requests to campus and area bookstores, and maintains copies of syllabi. Assist students with enrollment. Follows university purchasing procedures, policies and restrictions to prepare requisitions and make pro-card purchases. Assists with the planning of agendas, taking minutes, and other preparations for faculty meetings and gatherings. Assists with hiring and orientation of adjunct faculty, computer access, creating security access forms, use of UCONNECT, class rolls, office hours, syllabi, key requests, office supplies, etc. Assists the Faculty with the application and selection processes for teaching assistantships, scholarships, and other awards, prepares tuition waiver reports, and provides information about award recipients for the Awards Ceremony.

Job Level:

Scope & Impact: This senior-level position provides administrative or operational support for an organizational unit, team, and/or executive leadership. This role may also provide oversight for several junior-level clerical/administrative support, or manual labor employees, and/or may involve supporting more complex tasks such as independent analysis, research, calculating materials costs, or other such duties. The results of actions and decisions may have moderate to significant impact on multiple aspects of university operations.

Communication & Interaction : Routinely answers questions and provides information and data requested by individuals within or outside of an organizational unit. Uses diplomacy and communication skill to provide excellent customer service.

Effective Knowledge: Applies experience to solve problems using applied knowledge and experience.

Problem Solving & Judgement : Performs standardized tasks that are covered by systems, procedures and available supervision. Problems are easily recognized and are solved with prescribed solutions. Supervision is present to assign and review work, address exceptions, and answer questions.

Budget Authority: Compiles data for budget preparation. May provide input into budget development by identifying operational needs and requirements.

Policy & Procedure Authority: Primarily responsible for applying organizational policies and procedures and/or determining appropriate process to follow.

Reporting Relationships : In administrative roles, generally supports director or executive-level leaders, and may report to a senior level administrative professional (such as an assistant director, director, administrator, etc.). In manual labor roles, generally possesses and demonstrates an advanced level of expertise in field, where work supports the efforts of a director or executive-level leaders, and may report to a senior level professional.

Supervisory & Team Leadership Responsibilities : This role may delegate tasks and review the work quality of other support staff. The role does not have formal supervisory authority.

Qualifications

Qualifications Required:

Performs administrative or manual tasks. Typically requires general education or vocational training and 6+ years of relevant experience in chosen field or equivalent combination of education and experience.

Qualifications Preferred:

Preference given to experience in higher education environment. Accounting or financial tracking experience.

Will this employee supervise others?

No.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.