November 5, 2024

Oklahoma State University

Stillwater

FULL TIME

Administrative Assistant

Position Details

Req ID:

req18769

Position Title:

Administrative Assistant

Position Type:

Staff Full-Time

Position Number:

AS7211

OSU Campus:

Stillwater

Department:

Access and Community Impact

Location Address:

408 Whitehurst Hall, Oklahoma State University, Stillwater, OK

Hiring Supervisor:

Patricia Mc Donald

Hiring Range:
(Contingent upon available funding):

14.00 - 20.00, Hourly

Work Schedule:

Monday-Friday, 8-5

Faculty Appt Period:

Job Summary:

The Administrative Assistant reports to the Executive Administrative Associate for Access and Community Impact. They are responsible for providing executive-level administrative support and customer service in a highly active and broadly engaged office and Division. This position involves preparing and opening Whitehurst daily for business from 8 a.m. to 5 p.m. and serving as the primary contact point for the majority of communications. The Administrative Assistant provides administrative and clerical support to the Division, with an emphasis on coordinating and maintaining an active calendar for the Vice President. They also assist with overseeing the administrative and fiscal affairs of the office and Division, including personnel administration, policy and procedural knowledge, as well as budget, accounting, and purchasing responsibilities.

Additionally, the Administrative Assistant serves as a backup for the Executive Administrative Associate in all OSU administrative systems, including Banner, AIRS, and OK Corral. Professional development and mentoring in executive administrative support will be available for the Administrative Assistant position. This role includes performing limited OSU Foundation (OSUF) related duties, such as reimbursements, invoice payments, gift deposit voucher preparation, and fund transfer forms. The Administrative Assistant position requires an extensive working knowledge of all OSU accounting and administrative systems, strong organizational skills, excellent communication and writing skills, advanced abilities with computer software programs (especially Microsoft Word, Publisher, Excel, and Power Point), motivation and ability to work independently, good decision-making skills, and previous experience working with individuals from diverse backgrounds.

Special Instructions to Applicants

Please submit a resume and 3 professional references

Education & Experience

Position Qualifications:

Required Qualifications:
High school diploma/GED and five years of experience. Post-secondary education may substitute for years of required experience. Proficient with software programs; Microsoft Word Excel Publisher Power Point Typing 35 wpm.
Preferred Qualifications:
Associate's degree in business administration or related field. Completion of professional certification program or a comparable OSU training certificate program such as Administrative Assistant Fundamentals, Ambassador Program, Supervisor Academy, Leadership Development Program, or Advanced Leadership Program. Experience in planning conferences and events; experience in working or interacting with students in some capacity.

Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.
Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination and affirmative action. Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, sexual orientation, gender identity/expression, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions. For more information, visit eeo.okstate.edu.