Administrative Assistant I - Wellness Center Operating

Job description

Job ID 2018-5529
Posted Date 2018-11-07
Category Professional Staff
Department Wellness Center Operating
Location US-OK
Targeted Job Start Date 11/26/2018
Hours Per Week 40; As scheduled by supervisor
Weeks Per Year 52

Special Instructions to Applicants

This position will be required to wear the current front facing professional staff uniform. We require a writing sample to be submitted with the application. Please ensure you attach a writing sample in one of the optional fields. Please write a paragraph about your favorite wellness topic.

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

Provide administrative and staff support to the Department of Wellness & Sport. This position provides all necessary organizational support and is responsible for a variety of other tasks. Answers multi-line telephone, provides information to inquiries, takes messages, or directs calls. Manages all incoming and outgoing mail. Timekeeper and responsible for timecards and payroll processing in the department including but not limited to monitoring and submitting college work study, student action forms, and change forms. Provides support to the Budget Officer including PCard processing and invoicing tasks. Delivers daily deposits and picks up money bags at bursar office. Makes deliveries and picks up items from campus offices. Oversees the daily operations of the front office which may include supervising student employees and conducting necessary office training. Advises others on processes, procedures, and services of the department. Gathers information and prepares various reports; 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 files, appointments and calendars for the department. Makes physical arrangements for meetings and special events. Plans departmental meetings and special events, sends calendar invites, creates sign up documents, and performs set-up and clean-up tasks for events and/or meetings. Responsible for maintaining and ordering office supplies as needed. Backup person for creating both on-line job requisitions and purchasing requisitions. Completes work orders for the department. Attends departmental meetings to take notes or minutes when deemed necessary. Performs other duties as assigned. The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reports to Budget Officer.

Qualifications/Experience Required

Requires general education or vocational training or equivalent combination of education and experience. General understanding and use of office equipment.

Qualifications/Experience Preferred

Experience working in an office/clerical or customer service setting. Customer service experience. Familiarity with computers. Experience with MicroSoft office including Word, Excel and PowerPoint. Experience in Health, Wellness, Recreation setting. Bachelor's degree.


Display professionalism and willingness to learn new skills. Possess high level of self motivation. Excellent telephone etiquette, communication (written and oral), interpersonal and public relations skills. Understanding of confidentiality and ability to abide by high standards of confidentiality. Ability to use standard office equipment, procedures and practices. Literacy in computer usage and usage of Microsoft Office Suite. Ability to work well in hectic and stressful situations.

Physical Abilities: Ability to stand and walk. Ability to sit. Ability to use hands regularly. Ability to lift, push, or pull up to 10 pounds regularly. Ability to lift, push, or pull over 10 pounds occasionally. CPR certification is required; training will be provided if necessary. This position requires the successful candidate to maintain a smart phone on which to receive telephone calls, email, and SMS messages from Wellness and Sport personnel.

Physical Demands

Repetitive movement of hands and fingers - typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.





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Job No:
Posted: 11/9/2018
Application Due: 11/17/2018
Work Type: