Administrative Assistant II

Okcu; Oklahoma City (OK); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Okcu Law School is seeking an Administrative Assistant II to serve as the main contact for students, faculty, staff, and visitors. You will support the Law Dean's Office and school departments, handling inquiries, access control, and daily clerical tasks with confidentiality and professionalism.

The role requires a high school diploma (bachelor preferred), two years of administrative experience, and strong MS Office skills.

Qualifications

• Two years of administrative support experience with office organization, accounting, written and oral communication, and customer service.
• A high school diploma or equivalent is required.
• A bachelor's degree in business or related field is preferred.

Responsibilities

• Serve as the main point of contact at the Law School Harvey Building, processing access for faculty, students, staff, guests, and vendors.
• Answer main School of Law phone, assist with law school, building, parking and service inquiries.
• Assist with building management, maintenance, and vendor coordination as needed.
• Coordinate space and parking requests using event management tools and generate reports.
• Support the Law Dean's Office with reimbursements, invoices, and budgeting tasks.

Skills

Administrative Support

MS Office

Communication

Confidentiality

Customer Service

Independent Work

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

MS Office

Access Database

Job description

VP Area: Law School

Department: Law School

FLSA Status: Non-Exempt

Benefit Eligibility: Yes

Position Summary

The Administrative Assistant II serves as the main point of contact for all students, faculty, staff, and visitors to the Law School by creating positive first and last impressions, as well as supporting the Law Dean's Office and law school departments. The Administrative Assistant II will work and communicate effectively with the judiciary, donors, alumni, attorneys, faculty, staff, students, vendors, and general public. While maintaining a pleasant and professional demeanor, this position will work with diverse, frequently changing priorities and situations. The Administrative Assistant II will demonstrate confidentiality, reliability, discretion, accuracy, and a strong service orientation.

Education

Required Minimum Education

A high school diploma or equivalent is required.

Preferred Education

A bachelor's degree in business or related field is preferred.

Minimum Qualifications

Two years of administrative support experience is required including accepted office organization, accounting, written and oral communication practices, and customer service

Preferred Qualifications

Experience in higher education or legal environment is preferred.

Job Duties

100% - Law School/Harvey Building Support:

• Serves as the first point of contact at the School of Law Harvey Building main/security entry, providing administrative support to process faculty, students, staff, guests, visitors, and vendors utilizing established identification and data collection and storage procedures to permit access to the building interior through the security turnstiles. Monitors and provides instructions on use of turnstiles and fob/card entry and notifies the appropriate parties with system problems.
• Contacts administrators, faculty and staff when guests or visitors arrive. Answers main School of Law phone number. Provides assistance to faculty, staff, students, guests and visitors with law school, building, parking and service inquiries directing them to the appropriate departments as required. Knows law school functions, departments, personnel and procedures and has familiarity of other functions and departments within the University.
• Receives routine and emergency procedure and notification training from and interacts with the OCU Police Department. Monitors security cameras as required.
• Using specialized event management software, assists with logistical coordination of the Harvey Building by processing academic and non-academic requests for space and visitor parking. Adds and configures web users and groups. Enters, confirms and maintains room and parking reservations for academic classes, special events, student meetings, etc. Generates reports as required.
• Assists Law Dean's Office with building management and maintenance issues by collecting complaints and notifications and submitting work orders on web-based system, monitoring completion of work orders. Notifies vending machine companies of needed repair or supply issues.
• Serves as central location for USPS incoming/outgoing mail, overnight mail and other special deliveries for the Harvey Building. Main contact for service entry phone and, after reviewing camera display, allows vendor or delivery service to enter building.
• Administrative Services support:
  • Supports Executive Assistant by collecting and reviewing forms, receipts and other backup materials for reimbursements and invoices. Cross trains with Executive Assistant to insure appropriate backup.
  • Utilizing Access database integrates data from purchasing card website and creates, distributes and collects monthly law school purchasing card reports, confirming accurate completion.
  • Deals with confidential information or issues concerning budget, students, alumni or operations, referring matter to appropriate administrator.
  • Composes routine and general correspondence in accordance with established office procedures and policies. Shares in performance of general office tasks as coordinated and delegated by the Executive Assistant.
  • Assists in creation and maintenance of electronic and traditional files utilizing appropriate share drives as required. Remains current on all software and equipment required by position.
  • Creates and/or changes position desk manual, forms and publications used in office programs.
  • Serves with special projects or special events as required.
  • Other duties as assigned.

Knowledge, Skills and Abilities

• Excellent oral and written communication skills including attention to detail, impeccable grammar, ability to proofread
• Basic computation and bookkeeping skills
• Excellent computer skills, proficiency in MS Office with expertise in Word, Excel, Outlook
• Excellent problem solving abilities
• Ability to work independently
• Ability to prioritize and perform multiple tasks simultaneously
• Ability to take initiative and consistently meet deadlines
• Ability to work closely and well with others
• Ability to maintain confidentiality and discretion
• Must possess a professional demeanor
• Ability to demonstrate an attitude and behavior that reflects the values and mission of the department and University

Physical Demands and Working Conditions

1. Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling between campus buildings or off campus
2. Standard office hours are 8:00 a.m. to 5:00 p.m. but the schedule will be flexible to meet building security needs. Attendance at evening and weekend events may be required.
3. Off-campus travel is required and incumbent must possess the ability to travel locally. Incumbent must complete the university risk management driving course.
4. Incumbent will be exposed to frequent noise caused by telephones and office machines
5. Professional business attire is required.