Division Support Coordinator

okgov; United States; On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Generous Benefits Package

In-person work at OKC office

Job summary

OSDE is seeking a Division Support Coordinator to provide essential administrative support in Oklahoma City. The role requires in‑person presence at the Oliver Hodge Education Building and focuses on coordinating appointments, managing documents, and supporting travel and data entry for department leadership.

The ideal candidate has a Bachelor’s degree in a related field and at least three years of clerical experience, with a strong emphasis on confidentiality, organization, and customer

Qualifications

• Bachelor’s degree in a related field is required.
• Three years of clerical or office experience or an equivalent combination of education and experience.

Responsibilities

• Schedule appointments, meetings, and events for division leadership and team members.
• Create, format, and edit documents, reports, and correspondence; organize files for easy retrieval.
• Coordinate travel arrangements including flights, lodging, and transportation; prepare travel claims.
• Enter data into company systems and databases; maintain and update records.
• Monitor office supplies; manage inventory and place orders as needed.
• Collaborate with teams on special projects to ensure smooth operations.
• Manage correspondence (email, letters, calls) and maintain professional communication.
• Provide customer‑centric service to support colleagues and stakeholders.

Skills

MS Office Proficiency

Data Entry

Organizational Skills

Time Management

Confidentiality

Customer Service

Education

Bachelor’s degree in Business, Education, or related field

Tools

Microsoft Office

Job description

Division Support Coordinator

Agency: 265 DEPARTMENT OF EDUCATION

Supervisory Organization: Department of Education-Oliver Hodge Education Building

Job Posting End Date: Refer to the date listed at the top of this posting, if available. Continuous if date is blank. Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time: Full time

Job Type: Regular

Compensation: $50,000

The Division Support Coordinator demonstrates strong knowledge and expertise through proficiency in MS Office applications and related software, excellent organizational and time‑management skills, the ability to handle confidential information, and adaptability in learning new tools and processes. This role schedules appointments, meetings, and events for department leadership. The coordinator accurately enters and maintains data in company systems, manages office supply inventory and ordering, and provides collaborative support on special projects while ensuring smooth operations across administrative teams. Please note: This role requires a consistent, in‑person presence at the designated workplace in Oklahoma City, Oklahoma, and does not offer remote, telecommuting, or hybrid options.

ESSENTIAL FUNCTIONS

• Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
• Knowledge & Expertise: Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Excellent organizational and time management skills. Ability to handle sensitive information with the utmost confidentiality. Adaptability and willingness to learn new tools and processes. Strong problem‑solving skills and a can‑do attitude. Professionalism and a passion for delivering exceptional customer service. Strong problem‑solving skills and a proactive attitude.
• Schedule appointments : responsible for scheduling appointments, meetings, and events for division leadership and other team members.
• Document Management: Create, format, and edit various documents, reports, and correspondence as needed. Organize and maintain electronic and physical files to ensure easy retrieval.
• Travel Coordination: Assist in making travel arrangements for team members, including flights, accommodation, and transportation. Prepare travel claim documents.
• Data Entry and Record Keeping: Accurately input data into company systems and databases. Maintain and update records.
• Office Supplies and Inventory: Monitor and manage office supply levels, placing orders as necessary. Assist with tracking inventory and replenishing stock.
• Collaborative Support: Assist various teams with special projects and tasks assigned. Coordinate with other administrative staff to ensure seamless operations.
• Manage correspondence: responsible for managing incoming and outgoing correspondence, including email, letters, and phone calls.
• Customer‑centric approach: A genuine desire to meet the needs of others, providing exceptional support and service to both customers and team members.

MINIMUM QUALIFICATIONS

• Bachelor's degree in Business, Education, or a related field;
• Three (3) years of clerical or office experience;
• Or an equivalent combination of education and experience, substituting one year of relevant experience for each year of the required education.

SPECIAL REQUIREMENTS

• Applicants must be currently authorized to work in the United States on a full‑time basis without sponsorship now or in the future;
• Successful completion of a pre‑employment background check;
• Must possess a valid driver's license from a U.S. state or territory to perform necessary job‑related travel.
• Less than 10% i n‑state/out‑of‑state travel may be required.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Location: Oliver Hodge Building, Oklahoma City, Oklahoma

Physical Demands include:

• Ability to stand, reach, and bend 50% of the time;
• Operates a computer and other office productivity machinery, such as a calculator, copy machine/printer, and office telephone 75% of the time;
• Ascends/descends stairs 25% of the time;
• Ability to lift to 25 lbs.

Cognitive Requirements :

• This role requires clear and accurate communication, strong analytical skills, and the ability to evaluate information and make timely decisions.
• Sustained focus and attention to detail are essential, along with memory retention of policies, procedures, and facts over various time frames.
• Adaptability and mental flexibility are also necessary to handle changing information, work conditions, and unexpected challenges.

Benefits

Discover the Benefits of Joining Our Team! Are you ready to take the next step in your career with an agency that values your well‑being? Look no further! At OSDE, we're proud to offer a robust benefits package designed to support you and your family every step of the way.

Generous Benefits Allowance : Up to $21,934.08 annually,