CEP Administrative Assistant

East Central University; Ada (OK); On-site; USD 21,000 - 30,000; Full time

Job summary

East Central University is seeking an Administrative Assistant for the CEP, supporting Education, Psychology, and Kinesiology. You will handle scheduling, contracts, budgets, and social media updates, while supervising student workers.

The role requires a high school diploma and strong organizational and communication skills, with a preference for a bachelor’s degree. Office and event support are also part of the responsibilities.

Qualifications

• High school diploma required; bachelor’s degree preferred.
• Proficiency with Google Docs and Microsoft Office.
• Strong organizational and written/verbal communication skills.

Responsibilities

• Serve as receptionist and administrative assistant for department chairs.
• Input course schedules and process part-time faculty contracts.
• Maintain department budgets, travel reimbursements, and inventories.
• Supervise student workers and coordinate building operations.
• Prepare materials for events and manage department social media posts.
• Handle department mail, forms, and electronic file creation.

Skills

Google Docs

Microsoft Office

Typing

Communication skills

Organizational skills

Education

High school diploma

Bachelor’s degree preferred

Tools

Google Workspace

Office suite

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

• Serve as receptionist and personal administrative assistant for the department chairs and department 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 as well as all department forms, including printing, making copies, creating electronic files, shredding documents, and disseminating information to department faculty and students.
• 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.
• Prepare and submit travel claims and expense reimbursements for faculty, part-time faculty, and student teacher supervisors.
• Maintain the department budget and pro card, including balancing monthly accounts and preparing monthly reports.
• Track and maintain department inventories.
• Hire and supervise student workers for the College, including maintaining a budget and record of student worker hours.
• Oversee the general building environment, including reporting maintenance or custodial needs (e.g., climate control, repairs, cleaning).
• Maintain the department monitor system and post information and events in the building and on social media.
• Assist with event planning and set-up for the College, such as recruitment events, student conferences, lectureships, faculty meetings, and professional development offerings.
• Assist with and/or perform other tasks related to department needs.
• 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