Administrative Assistant

East Central University; Ada (OK); On-site; USD 32,000 - 42,000; Full time

Job summary

East Central University is seeking an Administrative Assistant to provide comprehensive support to senior leadership and the International Students and Programs team. You will help manage schedules, communications, and office operations while assisting with international student processes from application to enrollment through graduation.

Responsibilities include handling inquiries, processing requisitions, maintaining records, coordinating events, and advising on admissions criteria.

Qualifications

• 1+ year experience in secretarial/office management; high school diploma.
• Strong writing and verbal communication skills; computer skills above entry level.
• Ability to relate to diverse cultural backgrounds and international students.

Responsibilities

• Provide administrative support to leadership and department staff.
• Manage day-to-day office operations for efficiency and welcoming environment.
• Greet visitors and handle communications, directing as needed.

Skills

Administrative support

Office management

Communication skills

Confidentiality

Education

High school diploma

Tools

Microsoft Office Suite

Records management software

Job description

FLSA Status: Non-Exempt Grade: 6

Position Summary

The Administrative Assistant is responsible for providing comprehensive administrative support to senior leadership through efficient management of schedules, communications, and office operations while ensuring organizational effectiveness and productivity. The International Students and Programs Administrative Assistant will assist the Director in managing international students from application to enrollment through graduation and post-graduationactivities (Optimal Practical Training and the OPT-STEM extensions).

• Provide administrative support to the leadership and department staff.
• Manage day-to-day office operations to maintain an efficient and welcoming environment.
• Serve as the front line of communications, including greeting visitors, handling incoming communications and addressing or redirecting properly.
• Process requisitions and/or invoices for department expenditures.
• Maintain physical and digital records through organized filing systems.
• Assist with planning and coordination of university events.
• Maintain office organization and supplies.
• Provides advice regarding admissions policies and procedures including application due dates, and admissions criteria, the status of applications, admission decisions, required documentation, and other essential admissions information.
• Assist former students with questions on Optimal Practical Training eligibility, applications, reporting, and deadlines.
• Work with SEVIS and ICE.
• Maintains and organizes files for the office.
• Answer phone calls, emails and walk-ins.
• Other duties as assigned by Supervisor or designee.

Qualifications

• Minimum of 1-year experience in secretarial and/or office management and a high school diploma.
• Experience in an administrative assistant position. Writing skills, verbal communication skills, and computer skills must be above entry-level.
• Excellent interpersonal skills, including the ability to relate well to and work with individuals from diverse cultural backgrounds; demonstrated understanding of issues affecting international students.

Licenses/Certifications

• Valid driver's license

Knowledge, Skills, and Abilities

• Demonstrated ability to maintain strict confidentiality and handle sensitive information with professionalism
• Strong organizational and time management skills with ability to manage multiple priorities
• Excellent verbal and written communication skills with ability to interact professionally with diverse groups
• Proficient in problem-solving and conflict resolution
• Advanced knowledge of office technology and computer applications
• Proven ability to work independently and exercise sound judgment
• Strong project management skills with attention to detail
• Must have a strong work ethic and lead by example
• Must be a professional, credible and respected representative of the institution internally and in the community
• Demonstrated willingness and ability to act ethically and socially responsible
• Ability to communicate in a courteous manner

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• Constantly required to remain in a seated position for extended periods
• Frequently required to communicate effectively with diverse populations
• Regularly performs tasks that involve repetitive wrist and finger movement
• Regularly operates a computer and other standard office equipment
• Occasionally required to move about the office and similar spaces
• Occasionally required to move objects weighing up to 10 pounds

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is performed in a typical office setting with moderate noise levels from conversations, and standard office equipment.

Supervisory Responsibility

None

East Central University, in compliance with all applicable Federal and State laws and regulations, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, marital status, genetic information, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admission, employment, financial aid, and educational services. The following person has been designated to handle inquiries regarding the non-discrimination policies: Employment Services Director, 1100 E. 14th St., Danley Hall 111, Ada, OK 74820,[phone].