Division Administrative Assistant

Job description

Position Details

Req ID:


Position Title:

Division Administrative Assistant

Position Type:

Staff Full-Time

Position Number:


OSU Campus:

Oklahoma City


Health Sciences Div

Location Address:

900 N. Portland Ave
Oklahoma City, Oklahoma, 73107
United States

Hiring Supervisor:

Karen Bubb Hiring Range:
(Contingent upon available funding):

13.12 - 13.12, Hourly

Work Schedule:


Faculty Appt Period:

Job Summary:

Job Function:
This position performs a diverse level of skilled secretarial duties under limitedsupervision to assist the Division Head and Department Heads. Handles finances,inventory, reporting measures, file maintenance, purchasing and payrollactivities, lab upkeep, student records, accreditation records, meeting,orientation, and graduation planning and preparation. Responsibilitiesalso include greeting the public and industry partners in a professionalmanner. The individual must consistently represent the Health Sciences Divisionwith a positive representation of customer service at all times.

Essential Job Functions:

    Professionally communicates with faculty, staff students and the general public.
    Types general correspondence, minutes and agendas, forms, charts for faculty and Health Science Division administration, as directed.
    Takes and transcribes minutes for the Division and Nurse Science Department faculty meeting and other committees as assigned
    Receives incoming telephone calls, accurately records and relays messages and/or appropriately refers telephone calls.
    Assists in the maintenance of files and records of the Healthcare Administration, and Cardiovascular Technology Departments, as directed.
    Assists in the maintenance of databases by collecting and recording student enrollment, course progression, graduation and other data for inclusion in annual surveys and reports for the University and accrediting agencies.
    Pickup and delivery departmental mail on at least a daily basis and collects documents from creative services for distribution to faculty.
    Maintains records for the Cardiovascular, Health Care Administration Departments budget process.
    Makes travel arrangements for the Health Science Division Administration and faculty.
    Provides Health Science Divisional program information upon request.
    Maintains an orderly desk and work station.
    Efficiently utilizes office supplies.
    Assists with the Health Sciences division’s inventory.
    Monitors supply inventory and notifies when additional supplies are needed.
    Work with Clinical Lab faculty to monitor supply inventory and assist with ordering additional supplies as needed.
    Work with Lab faculty to notify appropriate vendors in a timely manner if problems occur with technology.
    Assists with admission processes, as needed.
    Assists with student enrollment, drop & add, withdrawal, as needed.
    Maintain computer skills by participating in continuing education to learn new uses and skills as needed.
    Maintain files of current faculty and preceptors.
    Assist with classroom scheduling
    Assist with the coordination for the Division Heads/Associate Division Head office calendar and schedule to ensure that all appointments are scheduled and or updated as needed. Verbally update Division Head/Associate Division Head of all appointment/schedule changes.
    Assists Nurse Science Department as needed.Completes all mandatory training and participated in aminimum of two professional development each year.
    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.

Special Instructions to Applicants

Resume and cover letter are required for full consideration.

Education & Experience

Position Qualifications:

Minimum Qualifications:

High School Diploma/GED

Work Experience:
Three years of previous secretarial or comparable experience

Knowledge, Skills, and Abilities:

    Ability to maintain strict confidentiality in all matters related to sensitive materials and office matters.
    Ability to efficiently handle multiple tasks, with high degree of accuracy and attention to detail
    Must be able to handle the stress in a professional and cordial attitude towards a high number of incoming calls, emails, walk in traffic, vendors, and customer demandExcellent customer service, interpersonal, and clerical skills
    Excellent communication, organizational, time management, and problem-solving skills
    Strong working knowledge of Microsoft Office applications - Microsoft Word, Excel, Access, Microsoft office, Outlook, email, and Internet
    Must be able to prepare professional correspondence, using proper grammar and spelling
    Proficient use of current technology, including all office machinery and related equipment
    Accuracy in minute-taking and transcribing minutes.
    Efficient in maintaining databases.
    Accuracy in collecting data required for surveys, student enrollment and accreditation reports.
    Professional and diplomatic demeanor and appearance
    Must be able to cooperate with others and have positive attitude toward staff, faculty, students and the public with information/assistance
    Maintains budgetary database for Cardiovascular, Radiologic Technology, and Health Care Administration Departments and assists with Nursing department, under supervision of Health Science Division Head and Department Heads.
    Passion for assisting customers and representing the OSU brand with positivity and professionalism
    Evidences a history of demonstrating ethical and professional behavior
Preferred Qualifications:

Associate Degree Work experience in Higher Education
Experience in budgeting, accounting, or financials.

    Must be able to work a flexible schedule to include some evenings and weekends in an often times busy and noisy environment.
    Work will be performed in an office and classroom environment with a significant amount of public contact, in person, by telephone and via email.
Physical Requirements:

    Duties require extended periods of sitting, standing, talking, listening and computer usageRequires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).
The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.


Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations,OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check.The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.




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Job No:
Posted: 4/9/2021
Application Due: 7/8/2021
Work Type: Full Time