Chemistry - Administrative Assistant II

University Of Central Oklahoma; Edmond (OK); On-site; USD 17,047 - 24,280; Full time

Job summary

University Of Central Oklahoma seeks a staff secretary to provide secretarial and administrative support for one or more departments. The role involves answering phones, routing mail, drafting documents, and assisting with budgeting and calendar management.

The position requires 3+ years of relevant experience or equivalent education, with a Bachelor's degree preferred. Strong communication and supervisory abilities are essential in this busy university office.

Qualifications

• General education or vocational training and 3+ years relevant experience in chosen field or equivalent combination of education and experience.
• Bachelor's degree preferred.
• Experience in a higher education environment preferred.

Responsibilities

• Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution.
• Attends meetings and seminars to take notes.
• Oversees the daily operations of the office which may include supervising support staff and students and conducting necessary office training.
• Responsible for working in Paycom for hiring forms, timecard approval, personnel action forms, and termination forms for student office workers and lab assistants.
• Oversees student employees' schedules and absences from lab assisting. Trains students on entering time cards electronically.
• May be responsible for creating online job requisitions for employment and Request for Support Staff/Professional Changes (RSP) forms for employee changes.
• Trains new faculty in workroom policies and copier functions.
• Communicates and assists students, faculty and administrators on University policy matters.
• Gathers information and prepares various reports, correspondence, and memorandums; researches and resolves issues.
• Prepares special or confidential reports and assists with special events, projects or surveys.

Skills

Supervisory skills

Word & Excel

Office procedures

Telephone etiquette

Communication

Interpersonal skills

Public relations

Multi-tasking

Time management

Self-motivated

Education

Bachelor's degree

Job description

Job Details

• Location: Edmond, OK 73034
• Position Type: Staff
• Salary Range: $15.00 - $15.00 Hourly
• Job Category: OTRS Classified
• Position Classification: Regular, full‑time, hourly, non‑exempt and benefit‑eligible staff position

General Schedule

40 hours a week, Monday through Friday, 8:00 a.m. to 5:00 p.m.

Position Overview

Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.

Department Specific Essential Job Functions

• Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution.
• Attends meetings and seminars to take notes.
• Oversees the daily operations of the office which may include supervising support staff and students and conducting necessary office training.
• Responsible for working in Paycom for hiring forms, timecard approval, personnel action forms, and termination forms for student office workers and lab assistants.
• Oversees student employees' schedules and absences from lab assisting. Trains students on entering time cards electronically. Makes arrangements for student office workers and lab assistants to attend training for professional development. Track student payroll for budgeting purposes and adjustments in pay rates.
• May be responsible for creating online job requisitions for employment and Request for Support Staff/Professional Changes (RSP) forms for employee changes.
• Trains new faculty in workroom policies and copier functions.
• Communicates and assists students, faculty and administrators on University policy matters.
• Gathers information and prepares various reports, correspondence, and memorandums; researches and resolves issues.
• Prepares special or confidential reports and assists with special events, projects or surveys.
• Assumes responsibility for small projects and oversees such projects through to completion.
• Maintains department files. Maintains appointment calendars for chair and faculty involved in advising students.
• Maintains departmental alumni database with assistance from faculty for annual and periodic reports.
• Maintains ACS exam files, materials, and scanner with the assistance of the Assessment coordinator. Also runs individual scantrons through scanner for faculty's daily quizzes when needed.
• Maintains and provides suggestions for changes in the departmental operations budget.
• Provides monthly updates on operations budget and reconciles department tracking with university budget reports.
• Prepares purchase requisitions and tracking through payment of invoices. Responsible for purchases and invoices. Must have knowledge of University requisitioning and purchasing procedures.
• Attends meetings and training of University policies and procedures when needed, especially with Purchasing, Procard, office supplies, and print services.
• Orders and maintains inventory of supplies and equipment.
• Maintains log of departmental locker rentals to students.
• Communicates and coordinates with building captain on custodial issues, work orders, key requests, and general reported issues concerning our department.
• Oversees scheduling for meetings in classrooms and conference room.
• Assists department chair and assistant chair in creating department course schedules and entering schedule into Banner. Provides weekly updates on section enrolment.
• Gathers class status reports through enrollment periods for chair and assistant chair and prepares and submits course change requests as needed.
• Enters instructor/department/prerequisite permissions or overrides in Banner during student enrollment and add/drop periods.
• Assists faculty with paper and online travel approvals and necessary reservations and quotes. Works with Chemistry Club sponsors for group travel for students.
• Assists department chair with data gathering and preparation of department annual reports and ACS annual and periodic reports. Performs other related duties as assigned.

College/Department Overview

The College of Mathematics and Science currently has 129 full‑time and over 70 part‑time faculty in 5 academic departments and the Schools of Engineering and Nursing. The College serves more than 3,300 undergraduate students in 30 majors and provides graduate programs in Biology, Computer Science, Data Science, Cybersecurity, Applied Mathematics and Computer Science, Applied Mathematical Science, Engineering, Computational Science, and Nursing. Accreditation/Certification is held by ABET, the Commission on Collegiate Nursing Education (CCNE), the American Board of Funeral Service Education, and the American Chemical Society. UCO is an institutional member of the Council on Undergraduate Research. For further information see our website at http://www.uco.edu/cms.

Qualifications – Required

• General education or vocational training and 3+ years relevant experience in chosen field or equivalent combination of education and experience.

Qualifications – Preferred

• Bachelor's degree.
• Experience in a higher education environment.

Knowledge, Skills, and Abilities

• Good supervisory skills.
• Literate in computer usage and word processing including but not limited to Word and Excel.
• Knowledge of basic office procedures and practices.
• Excellent telephone etiquette, communication, interpersonal and public relations skills.
• Ability to work well with others fostering a positive working relationship.
• Ability to operate office equipment.
• Ability to accurately type.
• Ability to multi‑task.
• Demonstrates a warm and caring professional service-oriented attitude.
• Must be self‑motivated.
• Ability to listen and synthesize directives.

Physical Demands

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

Equal Employment Opportunity

UCO is committed to equal employment opportunities for all qualified applicants and does not discriminate based on any protected class.