Administrative Assistant to the Vice President for Academic Affairs

Location
Oklahoma City, OK
Posted
Jun 05, 2021
Employment Type
Full Time
Institution Type
Community College
Posting Number:

Staff_0402747

Classification Title:

Secretarial/Clerical

Working Title:

Administrative Assistant to the Vice President for Academic Affairs

Datatel Position ID:

VPAA5ADMASST1A

Annual Hours:

2080 Hours

Placement Range:

$15.00 - $22.00

Position Type:

Regular

Job Category:

Non-Exempt (Secretarial/Clerical)

General Description:

The Administrative Assistant to the Vice President for Academic Affairs is responsible for performing a variety of administrative functions, which include the performance of special assignments for the Vice President and Associate Vice President for Academic Affairs.

Reports To:

Vice President for Academic Affairs

What position(s) reports to this position?:

Temporary and Student Workers.

Minimum Education/Experience:

High School diploma or GED

Three years full time work experience in an administrative secretarial or clerical support position demonstrating confidentiality, organization skills and management of multiple priorities.

Required Knowledge, Skills & Abilities:

Accurate word processing skills.

Proficient in MicroSoft Office or similar software.

Positive human relations and communication skills.

Ability to maintain accurate records.

Accurate spelling and filing skills.

Demonstrated ability to edit and correct grammar, punctuation and spelling of manuscripts and correspondence drafts and prepare finished copy in quality format.

Ability to draft routine correspondence.

Effective telephone skills.

Basic math skills.

Physical Demands/Working Conditions:

Regular office duties.

Preferred Qualifications:

Associate degree and executive level administrative support or experience.

Required Training:

Annual Campus Security Authority (CSA) Training; Health and Safety training; all required campus training for staff.

Work Hours:

Normal work hours are 8:00 a.m. to 5:00 p.m. Monday through Friday; however, some evenings and weekends may occasionally be required.

Department:

Academic Admin-VP

Job Open Date:

06/04/2021

Open Until Filled:

Yes

HR Contact:

Idalia Botello

Special Instructions to Applicants:

Applicants are to thoroughly complete the online application and attach the following required documents: cover letter and resume.

Applicants who do not attach the required documents will not be considered for the position.

For application assistance, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM

Job Duties (Position Specific):

(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.)

Job Duties (Duties Assignment Statement):

ESSENTIAL FUNCTIONS

Provide assistance to the Vice Presidents by performing a broad range of projects and assignments for the Vice Presidents. Completion of such assignments involves the collection of data and preparation of reports for the Vice President’s approval.

Coordinate input from Academic Affairs staff for activities delegated to them by the Vice President, including following up on requests, compiling of information gathered, and ensuring compliance with both internal and external deadlines.

Assist in the preparation of the E&G Budgets for the Academic Affairs General Account, the Vice President for Academic Affairs office account, and the Auxiliary Budget for Special Events. Monitor expenditures throughout the fiscal year and recommend budget adjustments as appropriate. Coordinate the budget building process for Academic Affairs.

Coordinate the Vice President’s schedule and maintain his calendar. Schedule meetings, prepare needed materials, and attend and record minutes as appropriate.

Develop agenda, provide support materials and take notes for meetings of Deans Council. Distribute notes in a timely manner.

Work closely with the President’s staff to coordinate scheduling of presentations to Committee of the Whole and Board of Regents meetings. Assist the Vice President in preparation of materials for the meetings.

Develop and monitor the Academic Planning Calendar.

Each fall and spring semester, coordinate the preparation of letters to students named to the President’s and the Vice President’s Honor Rolls.

Maintain a comprehensive filing system to ensure easy accessibility to documents. Ensure proper control and security of all files.

Prepare operational forms as necessary to ensure the effective functioning of the office. Coordinate incoming and outgoing flow of correspondence, documents, etc. in an efficient, expedient, and secure manner.

Supervise temporary and student workers in the Office of the Vice President.

Develop and maintain a positive image of the Office of the Vice President with faculty, staff, dignitaries, and general public.

Advise the Vice President on significant matters.

Other special assignments as assigned by the Vice President.

Job Duties (Safety / Policy & Procedures):

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures

Contribute to a safe educational & working environment.

Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.

Complete quarterly health and safety training pursuant to OCCC’s established safety and health procedures and practices.

Participate in all applicable OCCC emergency, evacuation and shelter in place drills and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.

This position has been identified as having significant responsibility for student and campus activities. The individual holding this position is designated as a Campus Security Authority (CSA). CSAs are required to report crimes they become aware of to the Reporting Structure at Oklahoma City Community College. Annual CSA training is required for individuals holding this position.

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