Administrative Assistant I - Biology

Job description

Job ID 2018-5433
Posted Date 2018-09-25
Category Professional Staff
Org Number 010111
Department Biology
Division Provost Vice President
Location US-OK
Targeted Job Start Date 10/8/2018
Hours Per Week 40
Weeks Per Year 52

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

Maintains schedules and appointments for the Chair of the Department, the Health Professions Advisor, and the Science Education Advisor. Assists the Health Professions Advisor by scheduling student appointments, maintaining student files, maintaining computer files, compiling data on student use of Health Professions advisement, and with Health Professions Opportunity Fair. Assists the Tri-Beta, Pre Med/Health Professions, Horticulture & Wildlife Clubs with special events. Coordinates communication with students; posts employment, internship, research opportunities and all other departmental, college, and UCO information as required. Assists in taking down past-date items. Assists with student surveys and SPIE packet distribution and tracking. Assists full-time faculty, adjuncts, and teaching assistants with grading of scantrons, printing, copying, laminating, shredding and other teaching-related tasks. Assists students with enrollment needs, and refers students to the Chair or other faculty, depending on needs. Assists with scheduling of ACAT assessment and make-up exams for students, and with delivery and retrieval of DSS exams. Assists with the preparation of class schedules, room schedules, & faculty office hours. Keeps record of faculty approving specific student access to classrooms and labs. Assists walk-in traffic to include opening of classrooms & labs for students. Maintains inventory of office supplies, and assures the paper is loaded in office printers and other supplies are available. Performs other related duties as assigned.

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

Minimum one year experience in an office setting and/or office management, policies and procedures. Accounting or financial tracking experience. Minimum keyboarding speed of 40 wpm. Experience in a Higher Education environment. Two years of college or secretarial certificate.


Must be computer literate in the use of relevant software applications (word processing, spreadsheets, database management). Excellent telephone etiquette, communication (written and oral), organizational and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task and give attention to detail. Demonstrate a warm and caring professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well in busy and stressful situations. Must be self-motivated. Ability to listen and synthesize directives.

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: 11/27/2018
Application Due: 1/4/2019
Work Type: