Division Assistant - Science, Engineering and Mathematics

Oklahoma City Community College; Oklahoma City (OK); On-site; USD 36,000 - 52,000; Full time

Job summary

Oklahoma City Community College seeks a Division Assistant to support the Division of Science, Engineering, and Mathematics. The role handles front-desk duties, data entry, contract administration, and budgeting tasks for division programs and personnel.

The position requires a high school diploma or GED and at least two years of office experience. Familiarity with Colleague and PeopleAdmin is preferred; standard 40-hour weeks with occasional evenings/weekends are possible.

Qualifications

• High school diploma or GED required.
• Associate’s degree preferred.
• Minimum 2 years’ work experience in an office environment.

Responsibilities

• Greets, screens, and routes calls and visitors.
• Provide administrative support to the Dean and division staff.
• Create and oversee contracts and amendments for adjunct/special employment.
• Prepare room scheduling and budget reports for division accounts.
• Enter data into ERP and scheduling systems; assist with reports and data integrity.
• Support division office processes and troubleshoot office equipment.

Skills

Customer service

Verbal and written communication

Office software proficiency

Troubleshooting software

Be level-headed in an emergency

Interact with students and parents

Learn new computer programs

Education

High school diploma GED

Associate’s degree preferred

Tools

Colleague

PeopleAdmin

Job description

Division Assistant - Science, Engineering and Mathematics

This position is responsible for providing a variety of administrative functions ensuring efficient office operations, which may include the performance of special assignments for the Dean, faculty, department chairs, program directors, and laboratory supervisors of the Division of Science, Engineering, and Mathematics; performs a variety of clerical, receptionist, and word processing duties in support of the Division; writes contracts, keeps records, alters class schedules, and maintains contacts between the Division and other institutional departments as needed; assists in marketing educational programs as needed; and assists Dean, department chairs, program directors, faculty, and lab supervisors in matters regarding equipment and supply budgets including institutional responsibilities for data entry, maintenance, and data verification and the verification of data reporting for any or all of the following internal or external organizations: Human Resources, Purchasing, The General Counsel, Academic Affairs, The Registrar, Financial Aid, Facilities Management, state agencies, private organizations, and accreditation organizations.

Reports To

Reports To Dean of Science, Engineering and Mathematics

What position(s) reports to this position?

None

High school diploma/ GED
Minimum (2) years’ work experience in an office environment

Preferred Qualifications

Associate’s degree
Minimum (2) years’ full-time work experience in an office environment at an institution of higher education

Required Training

Training and familiarity with computers, specifically: Colleague, People Admin, and all of our forms and procedures
Quarterly compliance training as assigned by institution

Knowledge: Customer service principles
Familiar with software such as Colleague and PeopleAdmin
Office practices and equipment

Skills: Communicating, both verbally and in writing
Using computers and Microsoft Office or similar software
Troubleshooting computer software

Abilities: Be level-headed in an emergency
Deal with distraught students and parents
Learn new computer programs and handle change

PHYSICAL / MENTAL DEMANDS AND WORKING CONDITIONS:
The work is light work which requires the person in this position to occasionally exert up to 20 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects. Additionally, the following physical abilities are required:
This position requires the person to frequently communicate with and listen to staff, faculty, students and others to perform the essential functions of the position; must be able to exchange accurate information in various situations.
This position requires the person to operate a computer, other office machinery, and mobile devices to perform the essential functions of the position.
This position requires the person to frequently operate equipment that involves repetitive motions of hands and wrists.
This position requires the person to position self to access equipment, materials, or supplies that may be above head or ground level.
This position requires the person to judge, observe, and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.
Work is performed in a relatively safe, secure, stable, and indoor office and work environment.
Work is performed during normal office hours; some evenings and weekends may be required.

40 hour work week— either 7:30-4:30 or 8:30-5:30 according to the needs of the division. During Planning and Preparation weeks, hours may be extended to 6:00 pm.

Department Division of Science, Engineering, and Mathematics

Job Open Date 07/22/2026

Job Close Date Open Until Filled No

HR Contact

Job Duties

Job Duties

Job Duties (Position Specific)

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Job Duties (Duties Assignment Statement)

Greets, screens, announces, and routes phone calls and visitors or others needing assistance.
Effectively interacts with and provides administrative support to the Dean, others and provides assistance to the various programs and their faculty; plans, develops, and completes word processing/Excel activities as required by the Dean and others.
Creates, audits, and provides oversight for the completion of all contracts and contract amendments for adjunct and special employment.
Creates, audits, and provides oversight for the creation of requisitions and budgets for the Arts and Humanities Division accounts.
Provides workload reports for the Dean.
Enters necessary section creation and maintenance data into the ERP system based on input from the Dean and department directors including the scheduling of rooms for all regular classes.
Identifies problems and challenges, develops optional responses to be recommended to the Dean, and implements approved solutions as necessary.
Provides assistance to staff and faculty in not only the use of college-wide software such as the ERP system, applicant tracking system, room scheduling system, etc.but also Division Office processes and equipment; troubleshoots issues with office equipment when necessary.
Analyzes enrollment and class room schedule data; produces appropriate reports or the others as needed; deals with issues that arise in a professional and effective manner in the absence of the Dean; and, if necessary, contacts appropriate personnel to resolve such issues.
Prepares information for meetings, attends meetings, and produces minutes and documentation; manages all room use and scheduling through AdAstra; and notifies Dean of any scheduling problems.
Works cooperatively with Division Office staff.
Completes semester scheduling when notified by the Dean announces and manages grade deadlines, as well as all associated paperwork for administrative action; initiates work orders and requisitions; files; sorts and distributes mail; delivers and picks up print materials; picks up supplies in the Bookstore; makes changes; and updates room assignments as needed.
Fills in for other office staff when needed; performs other duties as assigned

Job Duties (Safety / Policy & Procedures)

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures (http://www.occc.edu/policy/)
Contributing to a safe educational & working environment is the responsibility of all College employees and is accomplished when employees:
Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.
Complete quarterly health and safety training pursuant to OCCC’s established safety and health procedures and practices.
Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.

Supplemental Questions

• * Do you have a high school diploma or GED equivalent?
  • Yes
  • No
• * Do you have a minimum (2) years' work experience in an office environment?
  • Yes
  • No
• * Briefly describe your minimum (2) years' work experience in an office environment.

  (Open Ended Question)

• * Have you attached all required documents?
  • Yes
  • No