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Division Secretary

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

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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 conferring Associate Degree OR equivalent of 60 credit hours of course work. 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_0402271
Classification Title Secretarial/Clerical E
Working Title Division Secretary
Datatel Position ID HEPR5SECRETA1A
Annual Hours 2080 Hours
Placement Range $12.10 - $13.32
Position Type Regular
Job Category Non-Exempt
General Description

The individual who fills this Secretary position must be personable, able to work independently, follow directions accurately and meet due dates and deadlines, and demonstrate critical thinking skills. She/he will be responsible for performing a variety of duties for the: Division, health programs, Program Directors, and the Dean of the Division.

Reports To Dean of Health Professions with direction from others as needed
What position(s) reports to this position?

NA

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)

The individual who fills this position must be able to accurately and efficiently cover the Division Assistant and Division Program Support Assistant position when needed.

The individual who fills this position must be able to accurately and efficiently cover the Clinical Affiliation Compliance Administrator position at any time that individual is out of the office.

Greet, screen, announce and route phone calls and visitors or others needing assistance.

Interact effectively with and provide assistance to the Dean, faculty, staff and students.

Plan, develop and complete word processing activities as required by the Dean, faculty and Program Directors.

Prepare information for meetings, attend meetings and produce minutes and documentation.

Enter sections into Colleague and manage room scheduling for the Division including the HP Computer Labs.

Work cooperatively with the Division Assistant and Division Program Support Assistant in preparation for Pinning Ceremonies, entering and proofing the College Catalog/Schedules and making necessary changes in Colleague.

When needed: type KACE work orders and requisitions, filing, deliver and pick up print materials, pick up supplies in the bookstore, make changes and update room assignments, assist in monitoring the Division and program web pages for currency and accuracy, and prepare faculty correspondence as needed.

Collect and track immunization records for all health programs.

Assist the Clinical Affiliation Compliance Administrator with clinical facility related correspondence.

Collect and compile spreadsheets, purchase orders and all other related documentation for yearly Carl Perkins activities.

Assist programs with preparation for accreditation requirements and site visit activities.

Assist with scheduling, notification, catering, and minutes for all health programs.

Assist program directors with updates to prospective student letters, handbooks, and syllabi.

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

Associate Degree OR equivalent of 60 credit hours of course work.

Applicants must attach transcript conferring the required degree or equivalent credit hours to be considered for this position.

Required Knowledge, Skills & Abilities

Positive human relations and communication skills to include dealing with the public.

Ability to think critically and problem solve.

Organization and attention to detail

Ability to attend to details as needed for collection of data and development of reports.

Ability to produce reports and spread sheets.

Ability to maintain records accurately.

Strong computer and word processing skills, proficient with the application and use of Word, Excel, and Microsoft Office or similar software. Knowledge of or willingness to learn computer programs used in the department and on campus.

Accurate keyboarding, spelling, data entry, and filing skills.

Ability to maintain confidentiality.

Knowledge and ability to interact professionally with clinical sites and agencies.

Flexible and able to prioritize duties based on immediate needs.

Ability to work independently and coordinate work with colleagues and peers.

Ability to work well as a team member in a divisional unit.

Ability to communicate and articulate concepts in an organized manner both verbally and in writing.

Ability to read and understand content in order to assist students when they are having difficulty interpreting concepts.

Ability to interact in an effective and encouraging manner with students individually and in groups.

Must be punctual.

Must be reliable.

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 lift, carry, push, pull, grasp or otherwise move objects.

2. PHYSICAL ACTIVITIES:
This position requires the person to frequently communicate with and listen to staff, faculty, students and others 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 perform the essential functions of the position.

This position requires the person to frequently operate equipment that involves repetitive motions of hands and wrists.

This position requires the person to position self to access equipment, materials, or supplies that may be above head or ground level.

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

NA

Required Training
Work Hours

Work hours are generally 8:00 am to 5:00 pm, Monday – Friday.

Department Division of Health Prof.
Job Open Date 08/30/2017
Job Close Date 10/15/2017
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 conferring Associate Degree OR equivalent of 60 credit hours of course work.

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. * Do you have a minimum of an Associate Degree OR equivalent of 60 credit hours of course work? (Applicants are required to attach transcript conferring Associate Degree OR equivalent of 60 credit hours of course work)
    • Yes
    • No
  2. * Have you attached all required documents (cover letter, resume and transcript) to be considered for this position?
    • Yes
    • No

Required Documents

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