Administrative Support Specialist I

Oklahoma-State-University; Stillwater (OK); On-site; USD 21,000 - 28,000; Full time

Job summary

Oklahoma State University Stillwater campus seeks a details-oriented specialist to handle official transcript requests and eTranscript administration. You will maintain electronic student files, process records changes, and ensure data integrity in Banner. Strong accuracy and teamwork are essential.

Responsibilities include imaging duties such as document prep, scanning, indexing and quality control, plus providing excellent customer service to students and staff.

Qualifications

• High School Diploma or GED by start date.
• 1 year of clerical/customer service experience.
• Proficient with Word and Excel.

Responsibilities

• Fulfill official transcript requests and maintain eTranscript site.
• Process changes to student records in Banner and ensure data integrity.
• Perform imaging tasks: prepare, scan, index, and quality check documents.

Skills

MS Word

MS Excel

Customer Service

Education

High School Diploma or GED

Bachelor's in Business or related field

Tools

Banner

Job description

Campus

OSU-Stillwater

Contact Name & Email

Cathy Hanson, [e-mail]

Work Schedule

Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$15.00 - $20.00

Hourly

Priority Application Date

While applications will be accepted until a successful candidate has been hired, interested parties are encouraged to submit their materials by 2026-10-19 to ensure full consideration.

About this Position

This position is responsible for performing functions in the Academic Records Unit consistent with policies of the University and State Regents for Higher Education. Fulfill official transcript and eTranscript requests, assist in creating and maintaining the digital student file for both current and former students, process changes to student academic records, and ensure the integrity of student records in Banner. Requires a thorough understanding of Banner, a high degree of accuracy and attention to detail, and ability to work and participate in a team environment.

Specific: Responsibilities include fulfilling official transcript requests, maintaining the eTranscript administrative site, legacy transcript record conversion and providing exceptional customer service. Imaging responsibilities include document preparation, scanning from multiple media sources, image quality adjustments, indexing, and quality control.

Additional responsibilities include processing changes to student academic records (ex: major changes, grade changes, cancellations, withdrawals, name, ID and address changes, tuition and fee adjustments, enrollment exceptions, Buckley flag maintenance, academic suspensions, etc.), and ensuring the integrity of student records in the University Student Information System. Other duties as assigned.

Standard Performance Requirements: Actively endorse and support OSU’s mission and work toward fulfillment of vision and goals for OSU, exemplify in performance and behaviors OSU’s values. Take advantage of professional development and training opportunities to maximize productivity and effectiveness. Maintain safe, clean, and pleasant work area by eliminating clutter and complying with rules and procedures. Consistently portray a professional image in personal appearance, dress, and communications. Maintain confidences and protect security of operations by keeping information confidential and equipment/facilities secure. Maintain and promote a positive work environment by behaving and communicating in a manner that is respectful of students, co-workers, supervisors, customers, and clients. Actively identify and promptly report all issues to supervisor using approved issue resolution procedures. Any omission or misrepresentation of reporting known issues will be considered substandard performance.

Required Qualifications

• High School/GED (degree must be conferred on or before agreed upon start date)

• Admin Supp Spclt I: One year of clerical/customer service experience.

  Post‑secondary education may substitute for years of required experience.

• Skills, Proficiencies, and/or Knowledge:
  Proficient with common software packages (e.g. Microsoft Word and Excel).

Preferred Qualifications

• Bachelor's Business or related field