History and Geography - Administrative Assistant III at University of Central Oklahoma in Edmond, Oklahoma

Job Description:

Job Details

Job Location: Main Campus - Edmond, OK

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. For more benefit information visit Why Work at UCO?

General Schedule

Position typically works Monday-Friday from 8am-5pm in-office at UCO's main campus in Edmond, Oklahoma.

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:

• Manage the daily operations of the office which may include supervising support staff and students and conducting necessary office training.


• Provide office assistance to the department chairperson, full time faculty, and adjunct faculty.


• Establish and maintain departmental files for official records, including, but not limited to, budgetary, academic, student, and personnel records.


• Greet, screen, and direct office visitors. Answer telephone, answer questions and/or refer calls to proper persons, takes messages as needed.


• Open, sort, scan, tag for response, and distribute incoming and outgoing mail.


• Initial office contact for all student related situations and/or incidents including inquires, complaints, problems, and assist in resolving them.


• Use Banner system, enter, and/or monitor data for budget, payroll, class schedule, and enrollment. Manage or assist in the preparation of departmental budget. Reconcile all financial transactions to Banner Finance program.


• Prepare requisitions for purchases from inception to conclusion, maintaining proper recording of all transactions.


• Responsible for UCO Purchasing Card (Pro Card), maintain credit card receipts attendant to purchases, reconciles statement(s) each month and annually with UCO Pro Card auditor.


• Use provided office software including Microsoft Word, Excel, Access, Front Page, Internet Explorer, Outlook, Banner, UCONNECT, etc. in the performance of customary administrative duties.


• Produce letters, memos, recommendations, syllabi, examinations, reports, and other types of documents for the department. Make photocopies, send faxes and emails.


• Responsible for or assists in the preparation of detailed semester class schedule listings ("build") including initial draft, adjunct budget allocation, and data entry to UCO Banner Enrollment Program. Prepare related faculty and budget forms. Initiate, maintain, and reconcile all changes to class schedule. Prepare course proposals, syllabi, and copies as needed for faculty who cannot.


• Assist faculty with a variety of classroom and student tasks dependent on department. Task may include collection of student papers, classroom announcements, and taking attendance.


• Order desk and exam copies as needed by faculty and adjunct who cannot accomplish ordering them themselves. Responsible for maintaining and ordering departmental office supplies as needed.


• Responsible for department inventory of furnishings. Complete required disposition forms with inventory control personnel when need arises.


• Attend departmental and administrative meetings and seminars as directed by the chairperson. Take notes and transcribe same as directed. Assist involved faculty/chair with the preparation of special or confidential reports and assist with special projects and surveys.


• Assist the chairperson and departmental personnel with preparation and arrangements for special events.


• Manage several revolving budgets not associated with E&G budget.


• Responsible for upkeep of departmental webpage.


• Help honor societies in purchasing of supplies, advertisements, record keeping, mailings, etc.


• Help professional organizations such as OK History Education Council in planning, organizing meetings, and setting up activities, etc.


• Performs other related duties as assigned.

Qualifications/Experience Required:

General education or vocational training and 4+ years' relevant experience or equivalent combination of education and experience.

Qualifications/Experience Preferred:

Knowledge of basic office procedures and practices.

Knowledge/Skills/Abilities:

Good supervisory skills. Literate in computer usage and word processing including but not limited to Word and Excel. 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. Demonstrate 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.