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Administrative Assistant to the Chief Development Officer

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Please see Special Instructions for more details.

Applicants are to thoroughly complete the online application and attach the following required documents: cover letter, resume, and transcript confirming successful completion of some college coursework. Applicants who do not attach the required documents will not be considered for the position. For application assistance or questions, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM

Position Information

Position Information (Default Section)

Posting Number Staff_0402212
Classification Title Secretarial/Clerical G
Working Title Administrative Assistant to the Chief Development Officer
Datatel Position ID INAD5ADMASST1A
Annual Hours 2080 Hours
Placement Range $13.90 - $15.30
Position Type Regular
Job Category Non-Exempt
General Description

The Administrative Assistant is responsible for performing a variety of administrative duties, special projects and assignments for the Office of Institutional Advancement and the College Foundation as directed by the Chief Development Officer.

Reports To Chief Development Officer
What position(s) reports to this position?

Student Employee

Job Duties (Position Specific)

(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.)

Job Duties (Duties Assignment Statement)

Provide administrative support for the activities of the Office of Institutional Advancement and the Oklahoma City Community College Foundation as directed by the Chief Development Officer.

Coordinate and implement a variety of college-wide activities and events such as luncheons, banquets and special programs.

Schedule meetings and organize agendas and materials required for meetings. This includes making necessary arrangements, including space, time and place.

Maintain financial records and reports for the Office of Institutional Advancement and the Oklahoma City Community College Foundation.

Provide administrative support for the Chief Development Officer, the Director of Annual Giving and Development Services, and the Major Gift Development Officer as required.

Duties include preparation of correspondence, reports, and other office documents.

Serve as a liaison on administrative details for the Office of Institutional Advancement and the Oklahoma City Community College Foundation.

Prepare materials as directed for operation of development/fund raising programs.

Assist with administrative responsibilities for the OCCC Association of Alumni and Friends as directed.

Manage donor/alumni database and prepare analytical and financial reports.

Answer telephones, direct calls, and greet and announce visitors.

Maintain a comprehensive filing system to ensure easy accessibility to documents, many of which are confidential in nature.

Retrieve various documents upon request and ensure proper control and security of all files.

Present a positive image of the Office of Institutional Advancement and the Oklahoma City Community Foundation with faculty, staff, students, dignitaries, and the general public.

Job Duties (Safety / Policy & Procedures)

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.

Contribute to a safe educational & working environment.

Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.

Complete quarterly health and safety training pursuant to OCCC’s established safety and health procedures and practices.

Participate in all applicable OCCC emergency, evacuation and shelter in place drills and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.

Minimum Education/Experience

Successful completion of some college coursework. (Applicants are required to attach transcript confirming successful completion of some college coursework.)

Three (3) years full time work experience as an administrative assistant or executive secretary.

Required Knowledge, Skills & Abilities

Demonstrated ability to type with speed and accuracy.

Demonstrated skills in planning, coordinating, organizing, and implementing a variety of events, with a special emphasis to detail and protocol.

Excellent verbal and written communication skills.

Demonstrated ability to maintain financial records.

Ability to perform job responsibilities under pressure.

Proficient in the use of personal computers, especially in Microsoft Word, Excel, Access, QuickBooks, and Donor Perfect.

Ability to accurately take and transcribe dictation and take notes at meetings.

Physical Demands/Working Conditions

1. GENERAL PHYSICAL REQUIREMENTS:
Light work: The person in this position may occasionally exert up to 20 pounds of force to move objects.

2. PHYSICAL ACTIVITIES:
This position requires the person to frequently move about the College’s various locations to perform the essential functions of the position.

This position requires the person to frequently communicate with and listen to internal and external constituents to perform the essential functions of the position. Must be able to exchange accurate information in various situations.

This position requires the person to operate a computer; other office machinery and mobile devices to prepare reports and documents.

This position requires the person to occasionally use upper and lower body to exert force up to 20 pounds to push, pull and/or lift materials or equipment.

3. VISUAL ACUITY:
This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.

4. WORKING CONDITIONS:
This position performs the essential functions in an indoor, office setting.

Preferred Qualifications

Associate Degree

Proficient experience with QuickBooks or similar accounting software programs.

Experience in the area of planning for special events, functions.

Required Training
Work Hours

8:00 a.m. to 5:00 p.m.
Monday through Friday
Evenings and/or weekends as needed.

Department Instutional Advancement
Job Open Date 07/10/2017
Job Close Date 07/31/2017
Open Until Filled No
HR Contact Alicia Silva
Special Instructions to Applicants

Applicants are to thoroughly complete the online application and attach the following required documents: cover letter, resume, and transcript confirming successful completion of some college coursework.

Applicants who do not attach the required documents will not be considered for the position.

For application assistance or questions, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Have you successfully completed some college coursework? (Applicants must attach transcript confirming successful completion of some college coursework).
    • Yes
    • No
  2. * Do you have three (3) years full time work experience as an administrative assistant or executive secretary?
    • Yes
    • No
  3. * Briefly describe how you meet the minimum requirement of three (3) years full time work experience as an administrative assistant or executive secretary.

    (Open Ended Question)

  4. * Have you attached all documents required (cover letter, resume, and transcript confirming successful completion of some college coursework) to be considered for this position?
    • Yes
    • No

Required Documents

Required Documents
  1. Cover Letter
  2. Resume/CV
  3. Transcript
Optional Documents