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Administrative Assistant for the Office of the President

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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 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_0402302
Classification Title Secretarial/Clerical G
Working Title Administrative Assistant for the Office of the President
Datatel Position ID PROF5ADMASST1A
Annual Hours 2080
Placement Range $13.90 - $15.30
Position Type Regular
Job Category Non-Exempt
General Description

The Administrative Assistant for the Office of the President maintains the President’s calendar and is the primary scheduler for the Office of the President. The Administrative Assistant for the Office of the President is responsible for providing administrative, organizational and technical support, including budget management, performance of special assignments, answering phones and greeting guests. The Administrative Assistant for the Office of the President is responsible for all record keeping and for a variety of clerical duties to provide direct assistance to the Executive Assistant to the President, the Special Assistant to the President, and to the Chief of Staff.

Reports To Chief of Staff
What position(s) reports to this position?

None

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)

Maintain the President’s calendar; primary scheduler for the President.

Carry to completion all requests for chamber/organization sponsorships; including requisitions and notifications to chambers/organizations.

Plan, initiate, and carry to completion a variety of administrative duties for the Office of the President.

Transcribe dictation.

Handle all confidential information in a professional manner.

Assist with processing of incoming and outgoing mail.

Assist with the workflow of the President’s Office.

Serve as the receptionist for the President’s
Office and the Office of the Chief of Staff by referring calls to appropriate individuals; greeting and announcing visitors.

Oversee, order and maintain supplies and materials needed for the effective operation of the kitchenette.

Oversee, order and maintain supplies and materials needed for the effective operation of the President’s Office.

Assist with requisitions, work orders and food service agreements.

Assist with the preparation and the sending of birthday cards and birthday emails.

Effectively interact with and provide information and assistance to Regents, faculty, staff, students, dignitaries, and the general public while maintaining a positive image of the Office of the President.

Compose, edit, proof, and enter data for correspondence, reports, memoranda, and other office documents.

Laminate documents and news articles.

File office-related documents, many of which are confidential in nature, on a daily basis; maintain a complete, accurate and efficient filing system; and promptly retrieve documents when requested.

Maintain a listing and oversee the storage of accumulated and obsolete files for the Office of the President.

Prepare operational forms as necessary to ensure the effective functioning of the office and College (e.g., Facilities Management Requests through KACE; Motor Pool; I.T. Requests; Requisitions; Special Events Agreements; etc.)

Retrieve and deliver documents of a confidential nature, both on campus and off campus.

Routinely deliver office-related correspondence and materials to appropriate offices throughout the campus.

Prepare and scan documents for electronic imaging and file accurately in the electronic filing system.

Assist with special events, including room scheduling, catering, monitoring room set-up, maintenance, housekeeping, and security.

Maintain budget records for the Office of the President, Governing Board, Chief of Staff, and Auxiliary accounts. Follow through to completion each requisition. Monitor each account, ensuring accuracy and resolving discrepancies.

Assist with the required equipment inventory as directed, ensuring accuracy of the inventory listed.

Oversee and maintain supplies for and maintenance of copying machines, computers, printers, and other devices in the President’s Office.

Assist with special projects and carry to completion specific assignments and reports.

Alert the President, Chief of Staff, Executive Assistant to the President and the Special Assistant to the President of situations or significant matters, and support the leadership and members of management in achieving their goals and operational purposes.

Other duties as assigned by the President or the Chief of Staff.

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

Two (2) years full-time experience as an administrative assistant, office manager, or executive secretary requiring confidentiality, organization skills, and management of multiple priorities.

High School diploma or equivalent.

Successful completion of some college course work.

Applicants must attach transcript confirming successful completion of some college course work.

Required Knowledge, Skills & Abilities

Ability and desire to work in a fast-paced environment with a demanding workload.

Must be punctual

Planning and organizational skills with attention to details.

Positive communication skills.

Knowledge of computer software, such as Microsoft Office products (including ACCESS, EXCEL, WORD, and OUTLOOK), E-mail, and Internet.

Excellent telephone and customer-service skills.

Valid driver’s license.

Ability and willingness to perform multiple tasks in an efficient and effective manner.

Ability to work both independently and cooperatively with others, take direction well, coordinate resources, solve problems, and reliably complete assigned projects.

Skills necessary to accurately proofread, correct grammar, punctuation, and spelling of manuscript and correspondence drafts, and prepare finished copy in quality format while typing with speed and accuracy.

Ability to meet and deal with people in a positive manner.

Ability to perform effectively under pressure.

Ability to maintain confidentiality and a professional demeanor.

Ability and willingness to work beyond the normal 8:00 to 5:00 schedule, when required.

Possess basic mathematical skills.

Ability to file accurately and retrieve filed materials, as requested.

Ability to draft routine correspondence from general instructions.

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

Advanced Microsoft Office Suite skills, including ACCESS, EXCEL, WORD, and OUTLOOK.

Earned Associate’s Degree

Experience in College operations

Required Training
Work Hours

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

Department Chief of Staff
Job Open Date 01/03/2018
Job Close Date 01/22/2018
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 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. * Have you earned a High School diploma or equivalent?
    • Yes
    • No
  2. * Have you successfully completed some college course work? (All applicants are required to attach transcript confirming successful completion of some college course work.)
    • Yes
    • No
  3. * Do you have a minimum of two (2) years full-time work experience as an administrative assistant, office manager, or executive secretary requiring confidentiality, organization skills, and management of multiple priorities?
    • Yes
    • No
  4. * Describe how your experience meets the minimum requirement of two (2) years full-time work experience as an administrative assistant, office manager, or executive secretary requiring confidentiality, organization skills, and management of multiple priorities. (Please include dates and/or length of time in each position.)

    (Open Ended Question)

  5. * 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
  1. Other Document