Position Details

Req ID:

req9658

Position Title:

Administrative Assistant

Position Type:

Staff Full-Time

Position Number:

632522

OSU Campus:

Oklahoma City

Department:

Security

Location Address:

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

Hiring Supervisor:

Darvin Gore

Hiring Range:
(Contingent upon available funding):

11.38 - 11.38, Hourly

Work Schedule:

varies

Faculty Appt Period:

Job Summary:

Job Summary:
Primaryfunction is to answer all incoming calls in a timely manner and provideadministrative support for the successful operation of the Office of Safety andSecurity Department. Work involves performing tasks with minimal errors in theeffective operation of the Safety & Security Office involving the receiptand transmissions of Public Safety radio signals and telephone calls foremergency service.

Essential Job Functions:

Provides direct support to Director, Manager, Safety Coordinator and Security officers as needed.
Provide support for the administrative needs for faculty, staff, students, and campus visitors.
Answers, transfers and directs incoming calls using a computerized database in a timely and efficient manner. Responds to difficult and sensitive complaints and inquiries and refers to appropriate school official.
Respond to public inquiries in a courteous manner in person and on the telephone; provide information within the area of assignment; resolve complaints in an efficient and timely manner prioritizing emergency and non-emergency situations.
Gives routine, non-interpretative information on request and keeps updated on daily campus activities to respond to and provide callers with current campus activity information.
Provide clerical support including but not limited to; telephone/e-mail/walk-in inquiries, mailing of information and follow-up as needed.
Serves as lead Administrative Assistant and provides training and assistance to part-time Administrative Assistant (when one is assigned).Handles the check and reports of surveillance cameras to make sure they are working and schedule any maintenance or repairs per vendor contract.
Handles the maintenance, repair, purchase, and replacement of flags and flagpoles.
Responsible for fleet reports, scheduling maintenance, and cleaning.
Responsible for lost and found inventory, contacting owners, purging of monthly inventory, destruction of items six months or older and maintaining data information.
Responsible for University keys for staff and faculty: issuing/retrieval, making/cutting keys, record keeping/data entry into keystone and per key agreements.
Responsible for maintaining office files and documents. Assist with invoice and receipts from vendors.
Adheres to departmental, OSU-OKC, and OSU policies, including but not limited to, FERPA, HIPPA, discretionary, confidentiality, etc.
Completes all mandatory training and participates in a minimum of two professional development each year.
Perform other duties as assigned.

The duties listed in this job description are intended onlyas illustrations of the various types of work that may be performed. Theomission of specific statements of duties does not exclude them from theposition if the work is similar, related, or a logical assignment to theposition.

Special Instructions to Applicants

Resume and cover letter are required for full consideration.

Education & Experience

Position Qualifications:

Minimum Qualifications:

Education:
High School degree or equivalent.

Work Experience:

• One to two years responsible work experience.
  
• Experience working in a fast-paced customer service environment.

Knowledge,Skills, and Abilities:

Ability to communicate diplomatically, clearly and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately.
Strong interpersonal skills and sensitivity to a multicultural environment in an effort to work and communicate effectively with all students, faculty, staff and community partners.
Speaks calmly while under stress. Expresses ideas clearly and concisely, both orally and in writing.
Ability to handle multiple task and prioritize effectively and handle the stress of high number of incoming calls and customer demand.
High degree of integrity; ability to work in a sensitive, highly confidential and professional environment.
Ability to efficiently handle multiple tasks, with high degree of accuracy and attention to detail.
Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads and public/student contact.
Must use good judgment in effectively providing services personally or to know when to immediately refer requests to the appropriate department for action.
Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook).
Independently makes sound and effective decisions leading to correct, valid, and appropriate courses of action.
Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
Demonstrated history of ethical and professional behavior.

Preferred Qualifications:

More than 2 years’ experience with general office operations or management.
Associates degree in a related field.
Previous experience working in a University support position.
Experience working with multi-line phone, call center and/or dispatch.
Working knowledge of keys/cores and keystone web.
Previous experience with departmental budgets and spreadsheets.

Working Conditions:

Work will be performed in an office environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms.
Must be able to work a flexible schedule to include occasional evenings and weekends.

Physical Requirements:

Duties require extended periods of sitting, talking and listening.
Duties require extensive use of computers, telephone and other office equipment.
Requires 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.

SAFETY AND ENVIRONMENTAL:
Safety is the responsibility of every employee, thereforeall employees will be trained to perform work safely. The OSU-OKC complies with OSHA in allrespects, including Hazardous Communications and Blood-borne Pathogen trainingrequirements. Universal precautions arerequired and followed in departmental work. Protective mask, and other impervious Personal Protective Equipment(PPE) is required to be used as the situation dictates. Hepatitis B vaccinations and other Hepatitisvaccines are available to protect employees. This position may on occasion be in a potential exposure situation. Ability to successfully pass annual HazardousCommunications, Blood-borne, CPR/First Aid and other departmentally specifiedsafety training is a requirement of this position.

#ZR

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.