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Administrative Assistant II-GRAD

University of Central Oklahoma
Oklahoma, United States
Salary Not Specified
Date posted
Oct 18, 2023

Job Details

Position Summary:
Provide 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.

College/Department Overview:
The Jackson College of Graduate Studies (JCGS/Graduate College) is dedicated to providing leadership and support in the development of high-quality graduate programs to serve the needs of students, faculty, and the university community as they compete in a global society. The JCGS serves a unique function at UCO in its support for and coordination of graduate studies as well as creative and scholarly activities. The JCGS collaborates with our five UCO academic colleges and the Forensic Science Institute in offering 6 master's degrees and an education specialist degree covering 40 graduate degree programs and over 70 different major areas of study with more than 1,100 graduate students.

Duties and Responsibilities:
The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
  • Assists students, faculty, and administrators on Graduate College and University policy matters.
  • Uses excellent verbal and written communication skills to convey information clearly to stakeholders.
  • Greets and screens visitors and phone calls; relays messages; responds or takes necessary action or refers stakeholders to the appropriate person for resolution.
  • Initiates and handles correspondence relating to the Graduate College, especially the inbox.
  • Communicates with Graduate College stakeholders about sensitive, complex, and confidential information.
  • Gathers information and may help prepare various reports, correspondence, and memorandums.
  • Researches, troubleshoots, and resolves applicant and student issues using the CRM, Banner, and other resources.
  • Helps manage appointments for admission specialists, event and meeting planning, special events, projects, or surveys.
  • May assist with various projects.
  • Maintains applicant documents, including transcripts, official test scores, and immunization records as well as other confidential documents.
  • Attends meetings and takes notes.
  • Is familiar with general and international admission processes and requirements.
  • Updates office hours, voicemail, automatic email, front door signage, etc.
  • Performs other related duties as assigned.
Qualifications/Experience Required:
Requires general education or vocational training and 3+ years relevant experience in the chosen field or equivalent combination of education and experience.

Qualifications/Experience Preferred:
Bachelor’s degree.
Experience in a higher education environment.
Current UCO administrative experience.

Knowledge Skills and Abilities:
Knowledge of office procedures and practices. Must be computer literate in the use of relevant software applications (word processing, spreadsheets, database management.) Excellent telephone etiquette, communication (written and oral), organizational, and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multitask. Attention to detail. Demonstrate a professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well while under constant interruption. Must be self-motivated. Ability to listen and synthesize directives. Strong supervisory skills. Ability to work independently with limited supervision.

Will this employee supervise others?
No, this employee will NOT supervise other employees.

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


University of Central Oklahoma.

With strong connections throughout the Oklahoma City metro, the University of Central Oklahoma is dedicated to developing in students the confidence to succeed through transformative learning experiences. Central prides itself as a smart investment for success, preparing future leaders in an opportunity-rich environment, with access to more than 200 student organizations and the internship, employment, entertainment and cultural offerings of the rapidly growing Oklahoma City metropolitan area. Founded in 1890 and accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools, Central connects its nearly 14,000 students to unmatched value found in 118 undergraduate areas of study and 83 graduate programs from its main campus in Edmond and facilities throughout the metro area.

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