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Administrative Assistant 1

Job Details



Position Overview:

Responsible for performing a variety of administrative duties for a large division/college. Requires great attention to detail and pleasant personality. Acts as office hub for tasks and information. Initiative to take care of things a must!

Department Specific Essential Job Functions:

Greets and assists students, staff, faculty, alumni and donors as needed in a professional and friendly manner—in person, via email or on the phone. Creates daily records of incoming gifts. Enters payables into the financial system, creates timely regular financial reports as needed working closely with Director of Finance. Gathers information and supports Vice President as needed. Maintains and circulates various reports, birthday cards and memorandums. Will have contact with sensitive, complex and confidential information; assumes the responsibility to keep information private. Responsible to ensure adherence to quality standards, deadlines and professionalism. Responsible for maintaining an accurate job manual for their areas of responsibility. Orders and maintains inventory of office supplies and equipment. Assumes responsibility for small projects and oversees such projects through to completion. Individual will serve as the building captain, assisting with new hire on-boarding and assisting with requests to the physical plant. Position will also assist with daily office operations including upkeep, mail processing, scanning of documents and working with student workers. Maintains clean environment and daily functions of the office, including making coffee, cleaning kitchen and keeping appointment calendars current. Works with office leadership to support functions of Advancement and performs other related duties as assigned.

Job Level:

Scope & Impact: This position is an entry level position, responsible for performing a variety of clerical/administrative support, or manual labor, tasks with predictable, prescribed impact on a particular work group.

Communication & Interaction : This position provides first impression for the Office for Advancement. Greets and assists Advancement staff, campus employees, students, alumni and donors.

Effective Knowledge: Demonstrates ability to execute tasks according to standard operating procedures and/or direction, with supervision/guidance readily available if needed.

Problem Solving & Judgement : The job consists of specific daily tasks that are covered by specific procedures, as well as daily situations that require judgement and/or consultation with supervisor or appropriate staff member.

Budget Authority: May compile data for budget preparation.

Policy & Procedure Authority: Primarily responsible for executing routine procedures with direction from senior staff.

Reporting Relationships : Generally supports a manager or director-level leader and reports to a senior level administrative professional. May receive basic operational direction and guidance from senior support staff.

Supervisory & Team Leadership Responsibilities : None.

Qualifications

Qualifications Required:

Requires a bachelor’s degree - or - 4+ years of equivalent work experience or vocational training or equivalent combination of education and experience. General understanding and use of office equipment.

Qualifications Preferred:

Preferred: Preference given to full time 40-hour position, a 30-hour position will be considered with significant experience and ability. Experience in a higher education environment. To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge, skills, and abilities. Raiser’s Edge experience preferred as well as some basic accounting skills/background.

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. Regular physical attendance required.

Company

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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