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
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 email@example.com 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
- Attends meetings and takes notes.
- Is familiar with general and international admission processes
- Updates office hours, voicemail, automatic email, front door
- Performs other related duties as assigned.
Requires general education or vocational training and 3+ years
relevant experience in the chosen field or equivalent combination
of education and experience.
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.
Reasonable accommodations (in accordance with ADA requirements) may
be made, upon request, to enable individuals with disabilities to
perform essential functions.