Administrative Assistant Job at OSU-OKC in Oklahoma City

Administrative Assistant at OSU-OKC

Administrative support role within the Office of the Assistant Vice President of Instruction, Accreditation, and Student Success and Vice Provost of Academic Affairs. This position requires strong organizational, communication, and interpersonal skills, with the ability to manage multiple priorities and maintain confidentiality.

Responsibilities

• Provide administrative and clerical support, including scheduling meetings, managing communications, preparing reports and correspondence, and coordinating travel.
• Serve as a professional liaison to internal and external stakeholders.
• Record and transcribe minutes for Academic Affairs and other committees as assigned.
• Manage calendar and schedule coordination for the Assistant Vice President and Vice Provost, ensuring appointments are scheduled or updated as needed.
• Prepare documents and reports and assist with institutional data and reports as requested.
• Handle purchasing and reconciling accounts in accordance with p-card regulations; arrange travel reimbursements.
• Maintain department records and assist with budget processes and opportunity tracking.
• Assist with collecting and organizing data required for surveys, student enrollment, and reports.
• Provide professional editing and preparation of general correspondence, minutes, agendas, forms, and charts.
• Provide timely responses to communications and refer matters appropriately.
• Support calendar coordination for internal and external meetings and events.
• Complete mandatory training and participate in professional development opportunities annually.
• Performs other duties as assigned.

Required Qualifications

• High School/GED
• Three (3) years of experience with administrative support, office operations or general office management

Skills, Proficiencies, And/Or Knowledge

• Ability to maintain strict confidentiality in handling sensitive materials and office matters.
• Exceptional customer service and professional interaction with a high volume of calls, emails, and other inquiries.
• Ability to collect and organize data required for surveys, student enrollment, and reports with accuracy.
• Strong prioritization, project management, problem-solving, and professional demeanor.
• Proficiency in Microsoft Office Suite and related productivity tools; familiarity with Adobe Acrobat and related systems.
• Strong written and verbal communication skills with students, faculty, staff, and community partners.
• Ability to work independently and collaboratively in a team environment.
• Professional and diplomatic demeanor and appearance; organized, dependable, and punctual.
• Commitment to representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated ethical and professional behavior.

Preferred Qualifications

• Associate's degree in Business Management, Office Administration or related field.
• One to two years of experience in higher education or academic office environment.

Essential Job Functions

• Serve as a first point of contact for internal and external stakeholders, providing accurate information and appropriate referrals.
• Coordinate communications between students, faculty, staff, and community partners; resolve issues within the scope of the position.
• Edit and prepare general correspondence, minutes, agendas, forms, and charts; maintain opportunity tracking for Academic Affairs as directed.
• Record and transcribe minutes for Academic Affairs and related committees.
• Receive and respond to communications, recording and relaying messages as needed.
• Assist with collection and analysis of institutional data and reports.
• Deliver departmental mail and retrieve documents from relevant services for distribution.
• Maintain records for the relevant departmental budget process.
• Make purchases in accordance with p-card regulations and reconcile accounts for reporting.
• Arrange travel and reimbursements for the Assistant Vice President and Vice Provost.
• Coordinate calendars and schedules for the AVP and VP to ensure appointments are managed and updated; coordinate internal and external meetings and events; provide schedule updates as needed.
• Prepare documents and reports for the AVP and VP as directed.
• Complete mandatory training and participate in professional development opportunities annually.
• Performs other duties as assigned.

Working Conditions

• Must be able to work flexible hours, including some nights and weekends.
• Office environment with significant public contact via in-person, phone, email, and other platforms.

Physical Requirements

• Extended periods of sitting, talking, and listening.
• Extensive use of computers, telephones, and office equipment.
• Possible lifting of up to 25 lbs. (if over 45 lbs., a two-person lift is required).

The work environment and physical demands described here are representative of those required to perform the essential functions of this job with or without reasonable accommodation.

Seniority level: Entry level

Employment type: Full-time

Job function: Administrative

Industries: Higher Education

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