Mathematics & Statistics - Administrative Assistant III at UNIVERSITY OF CENTRAL OKLAHOMA

Description

Position Classification:

Regular, full-time, hourly, non-exempt, and benefit-eligible staff position. For more information, visit Why Work at UCO.
$15.21 per hour is equivalent to $31,637.00 per year.

General Schedule:

Position typically works Monday-Friday from 8am-5pm in-office at UCO's main campus in Edmond, Oklahoma.

Position Type:

Administrative Assistant 3. Provides general clerical and administrative support to one or more departments.

Position Level:

Support 3. Senior level provides administrative or operational support for an organizational unit, team, and/or executive leadership. Performs standardized tasks that are covered by systems, procedures and available supervision. May provide input into budget development by identifying operational needs and requirements. Primarily responsible for applying organizational policies and procedures and/or determining appropriate process to follow. Reports to a supervisor or above. May supervisor lower-level employees or may act as a team lead without official supervisory authority.

Position Overview:

Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.

Department Specific Essential Job Functions:

Utilizes problem-solving techniques and management skills to handle the day-to-day operations of the office, supervises student office workers, handles requests and concerns of full-time faculty and staff, adjuncts, teaching assistants, and undergraduate tutors. Enters the class schedule into BANNER, ensures the effective use of classrooms, creates the Faculty Assignment sheets, maintains the budget for both the full-time faculty and adjuncts, submits textbook requests to campus and area bookstores, and maintains copies of syllabi. Assists students with enrollment, helps to determine whether students have met prerequisites, and authorizes enrollment using BANNER. Handles the hiring of student employees including the creation of Student Employment Action Forms, approves bi-weekly student timesheets and maintains and develops forecasting methods to ensure successful allocations of student funds from both E&G orgs and Course Fee orgs. New faculty searches ensures that faculty serving on screening committees attend training workshops, handles finalist reimbursements, creates fliers for finalist presentations, and coordinates the finalist/faculty interviews, including making reservation and subsequent requisition for hotel accommodations. Develops, creates and maintains reports as needed by the faculty and Chair of the Department, and assists with the preparation of the departmental Self-Study for Continuous Improvement and Program Prioritization reports. Assists with the planning of agendas and other preparations for faculty meetings and gatherings, including the purchasing and delivery of refreshments. Assists with hiring and orientation of adjunct faculty, including textbook requests, office supplies, computer access, creating security access forms, use of UCONNECT, class rolls, office hours, syllabi, key requests, etc. Assists the Assessment Committee, Graduate Committee, Curriculum Committee and the Scholarship and Awards Committee with assessment activities, the application and selection processes for teaching assistantships, scholarships, and other awards; prepares spreadsheets for the assignment of teaching assistants, prepares tuition waiver reports, and provides information about award recipients for the Awards Ceremony. Uses knowledge of university purchasing procedures, policies and restrictions to prepare requisitions and make pro-card purchases. Assists with the maintenance and editing of departmental website as well as social media.

College/Department Overview:

The College of Mathematics and Science currently has 127 full-time and over 70 part-time faculty in 5 academic departments and the Schools of Engineering and Nursing. The College serves more than 3,300 undergraduate students in 30 majors and provides graduate programs in Biology, Computer Science, Data Science, Cybersecurity, Applied Mathematics and Computer Science, Applied Mathematical Science, Engineering, Computational Science, and Nursing. Accreditation/Certification is held by ABET, the Commission on Collegiate Nursing Education (CCNE), the American Board of Funeral Service Education, and the American Chemical Society. UCO is an institutional member of the Council on Undergraduate Research. For further information see our website at http://www.uco.edu/cms. 

Qualifications/Experience Required:

General education or vocational training and 4+ years’ relevant experience or equivalent combination of education and experience.

Qualifications/Experience Preferred:

Three to four years' experience in customer service, office management, policies and procedures. Two years of bookkeeping or financial tracking experience. Minimum 40 net w.p.m. keyboarding. Two years of college or administrative certificate. Experience in a higher education environment.

Knowledge/Skills/Abilities:

Good supervisory skills. Literate in computer usage and word processing including but not limited to Word and Excel. Knowledge of basic office procedures and practices. Excellent telephone etiquette, communication, interpersonal and public relations skills. Ability to work well with others fostering a positive working relationship. Ability to operate office equipment. Ability to accurately type. Ability to multi-task. Demonstrates a warm and caring professional service-oriented attitude. Must be self-motivated. Ability to listen and synthesize directives.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions. 

Qualifications