CEO Administrative Assistant

East Central University; Ada (OK); On-site; USD 28,000 - 42,000; Full time

Job summary

East Central University in Ada, Oklahoma seeks an Administrative Assistant for the Departments of Education, Psychology, and Kinesiology within the College of Education and Psychology (CEP). The role handles department secretarial tasks, class schedules, purchases, social media updates, and supervises student workers.

The position requires strong organizational and communication skills, proficient computer use, and the ability to manage multiple duties, including budgeting and event support.

Qualifications

• High school diploma required.
• Bachelor’s degree (B.A. or B.S.) from a four-year college or university preferred.

Responsibilities

• Serve as receptionist and personal administrative assistant for department chairs and offices.
• Input the departments’ course schedules and make changes as needed.
• Generate and process part-time faculty contracts for the departments.
• Collect all syllabi and office hours for all department classes.
• Process all department mail daily and disseminate information to faculty and students.
• Purchase and maintain office supplies and equipment; reserve rooms for meetings; prepare materials.
• Prepare travel claims and expense reimbursements for faculty and student supervisors.
• Maintain the department budget and pro card; balance monthly accounts and prepare monthly reports.
• Track and maintain department inventories; hire and supervise student workers.
• Oversee building environment and report maintenance needs.
• Maintain monitor system and post information/events in building and on social media.
• Assist with event planning and setup for the College.
• Other duties as assigned.

Skills

Typing

Microsoft Office

Google Docs

Organization

Communication

multitasking

Education

High school diploma

Bachelor’s degree (preferred)

Tools

Microsoft Office

Google Docs

Job description

FLSA Status: Non-Exempt
Grade: 5

Position Summary

The CEP Administrative Assistant serves as the administrative assistant/secretary for the Departments of Education,
Psychology, and Kinesiology in the College of Education and Psychology (CEP). The position is also responsible for the
official submission of department class schedules, purchases, and social media updates, as well as scheduling and
supervising student workers.

Essential Job Duties

1. Serve as receptionist and personal administrative assistant for the department chairs and department offices.
2. Input the departments’ course schedules and make changes as needed.
3. Generate and process part-time faculty contracts for the departments.
4. Collect all syllabi and office hours for all department classes.
5. Process all department mail daily as well as all department forms, including printing, making copies, creating
   electronic files, shredding documents, and disseminating information to department faculty and students.
6. Purchase and maintain office supplies and equipment for the departments, make room reservations for special
   meetings, and help prepare materials and swag for various functions.
7. Prepare and submit travel claims and expense reimbursements for faculty, part-time faculty, and student
   teacher supervisors.
8. Maintain the department budget and pro card, including balancing monthly accounts and preparing monthly
   reports.
9. Track and maintain department inventories.
10. Hire and supervise student workers for the College, including maintaining a budget and record of student
    worker hours.
11. Oversee the general building environment, including reporting maintenance or custodial needs (e.g., climate
    control, repairs, cleaning).
12. Maintain the department monitor system and post information and events in the building and on social media.
13. Assist with event planning and set-up for the College, such as recruitment events, student conferences,
    lectureships, faculty meetings, and professional development offerings.
14. Assist with and/or perform other tasks related to department needs.
15. Other duties as assigned by Supervisor or designee.

Omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Qualifications

• High school diploma required.
• Bachelor’s degree (B.A. or B.S.) from a four-year college or university preferred.

Licenses/Certifications

None required

Knowledge, Skills, and Abilities

• Computer knowledge (Google Docs and Microsoft products preferred).
• Typing proficiency.
• Effective written, verbal, and digital communication skills.
• Strong organizational skills.
• Secure computational skills.
• Ability to work under pressure and multi-task.
• Consistent positive attitude.
• 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 this job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
Frequently communicate and exchange information with others
Regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear
Frequently required to reach with hands and arms
Regularly required to walk and to lift less than 50 pounds
Occasionally stoop, kneel, crouch, and crawl
Specific vision abilities required by this job include close vision, color vision, peripheral vision, and the ability to adjust
focus

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

Hires and supervises student workers for the College of Education and Psychology, including scheduling, maintaining a
record of student worker hours, and managing the student worker budget.

Important Information:

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].

Please ensure you have completed the Equal Opportunity Data Form with your application. https://www.ecok.edu/employment-services/equal_opportunity_data_form_accessible.pdf