Administrative Assistant II - Design-DESGN (34389)

Employer
University of Central Oklahoma
Location
Main Campus - Edmond, OK, 73034

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Job Details

Job Details

Level: Experienced

Job Location: Main Campus - Edmond, OK

Position Type: Staff

Salary Range: $26,208.00 - $26,208.00 Salary/year

Description 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. The general schedule for this position is Monday through Friday, 8:00 AM to 5:00 PM.

College/Department Overview:

The College of Fine Arts and Design is a center of excellence for the arts and design, as well as a center of innovation for improving and promoting arts education. Founded in 2001, the college combines the experience of Oklahoma's oldest public educational institution with groundbreaking thinking about the role of the arts on the 21st century. The College of Fine Arts and Design nurtures leadership qualities in students, thus expanding the scope and qualities of their career opportunities. The institution's emphasis is on student-centered education. This commitment to excellence provides students the opportunity to interact and work closely with our more than 100 outstanding full and part-time faculty members who are dedicated to developing the artist, scholar, creative professional, educator, citizen and leader as a whole.

With more than 200 performing and visual arts events every year, the college provides students from a variety of academic disciplines and programs to come together to view exhibits, attend special events, experience performances, take classes and discuss their work , and ultimately learn to both specialize and think from a global perspective. The College of Fine Arts and Design currently has six academic units, the Department of Art, Department of Dance, School of Design, Department of Theatre Arts, School of Music and the Academy of Contemporary Music and specialized accreditations from National Association of Schools of Music (NASM), National Association of Schools of Art and Design (NASAD) and the Council for Interior Design Accreditation (CIDA). For further information see our website http://www.uco.edu/cfad.

Department Specific Essential Job Functions:

Advises department chairperson and faculty on processes, procedures, and services. Communicates and assists students, faculty and administrators on University policy matters. Performs administrative duties as needed for the departmental chairperson and faculty as well as upon request of the college’s dean/associate dean as well as gathering information and preparing various reports, correspondence, and memorandums; researches and resolves issues. Prepares special or confidential reports and assists with special events, projects or surveys. Maintains files and appointment calendars. Assists in the preparation and maintenance of the departmental E&G and Course Fee budgets by maintaining budgetary records and gathering information for budget preparation, purchasing activities, and inventory control. Includes preparing purchase requisitions and tracking the payment of invoices.

Manages operation budgets for the department which requires a large amount of ordering, inventorying, and budgeting of classroom materials and supplies. Works with the departmental chairperson, faculty, students and CFAD Dean’s Office in the processing of departmental travel requests. Interprets travel policies and procedures to faculty and students to ensure compliance. Responsible for purchases and invoices. Responsible for creating on-line job requisitions for employment and coordinates with the CFAD Dean’s office Business Manager for any Request for Support Staff/Professional Changes (RSP) forms for employee changes. Greets and screens visitors and phone calls; relays messages, responds or takes necessary action or refers to appropriate person for resolution. Schedules student and parent meetings with the departmental chairperson.

Maintains inventory of departmental supplies and equipment. Serves a timekeeper for department ensuring that bi-weekly, student, and monthly payroll is processed. Includes ensuring that adequate budget is available to meet department payroll. Gathers information and prepares needed reports, correspondence, and memorandums for all departmental faculty meetings; attends meetings and seminars, creates agendas and prepares meeting minutes. Works closely with the departmental chairperson and CFAD Office of the Dean in the processing of departmental tenure and promotion requirements annually. Coordinates with the departmental chairperson and faculty as well as the CFAD Office of the Dean in the preparation of the department’s class schedule each semester. Performs other duties as assigned.

Qualifications Experience Required:

Requires general education or vocational training and 3+ years relevant experience in chosen field or equivalent combination of education and experience.

Experience Preferred:

Minimum of two years’ experience in office management, policies and procedures. Minimum of one year of accounting or financial tracking experience. Minimum keyboarding speed of 40 wpm. Some college. Knowledge of University requisitioning and purchasing procedures. Experience in a higher education environment.

Knowledge/Skills/Abilities:

Knowledge of office procedures and practices. 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 attention to detail. Demonstrate a warm and caring professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well in hectic and stressful situations. Must be self-motivated. Ability to listen and synthesize directives.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

Organization

The University of Central Oklahoma prepares future leaders in an opportunity-rich environment, ideally located in the Oklahoma City metropolitan area. Central offers an innovative learning community to its more than 17,000 students, where teaching comes first, a commitment seeded in the university's roots as a teaching college. Students at Central develop personal relationships with more than 450 full-time faculty, 450 adjunct faculty and over 850 staff, like 2008 U.S. Professor of the Year, Dr. Wei Chen, who are committed to transforming lives.

With 117 undergraduate majors and 59 graduate programs, Central is a smart investment for students dedicated to their future success. Notable academic programs include Forensic Science, Music Theatre, Mass Communications, Accounting, the region's only accredited Professional Golf Management program, Jazz Studies and the Academy of Contemporary Music at UCO, located in downtown Oklahoma City's Bricktown district.

Central's appealing 210-acre campus is on track to become a certified botanical garden, offering both a pleasing learning and living environment and a source of pride for students, employees and alumni. In fact, Central is ranked among the top universities nationally in residence life and as one of the top universities to work for by the "Chronicle of Higher Education." Central is also an official U.S. Olympic and Paralympic Training Site, and hosted the 2010 World Sitting Volleyball Championships on campus.   Founded in 1890, Central is the state's first public institution of higher learning, and continues to cultivate creativity and innovation in every corner of campus, bringing to life its core values of Character, Community and Civility each day.

Check out the - UCO Virtual Tour!

MISSION

The University of Central Oklahoma (UCO) exists to help students learn by providing transformative education experiences to students so that they may become productive, creative, ethical and engaged citizens and leaders serving our global community. UCO contributes to the intellectual, cultural, economic and social advancement of the communities and individuals it serves.

VISION

UCO will become one of the Top 10 metropolitan universities of our kind in the United States by providing a transformative education as well as development experiences that help learners achieve their highest level of leadership potential.

CALL TO ACTION

The University of Central Oklahoma transforms each student by focusing our resources on the Central Six tenets of transformative learning. 

All students will be transformed with:

  • Discipline Knowledge
  • Leadership
  • Research, Scholarly and Creative Activities
  • Service Learning and Civic Engagement
  • Global and Cultural Competencies
  • Health and Wellness

Transformative learning is a holistic process that places students at the center of their own active and reflective learning experience.

About Edmond/Oklahoma City Metro

The University of Central Oklahoma is located in Edmond, a part of the growing, thriving Oklahoma City metropolitan area. At Central, our students, faculty and staff get the best of both worlds - the "small town" feel of Edmond, with the big city excitement of the Oklahoma City metro. Both the Edmond and the Oklahoma City metro consistently rank nationally among the safest, most affordable and most exciting places to live. In fact, Edmond recently ranked among the best places to live in the nation by Money Magazine and Family Circle magazine, and Oklahoma City ranked sixth in the nation for the "Best Places for Young Adults" by Portfolio.com. From year-round arts, music and theater offering, to exciting sporting events like the NBA's Oklahoma City Thunder, to first class shopping, dining and more, Edmond and the Oklahoma City metro offer a diverse, active, culturally enriched lifestyle that's on the move to even bigger and better opportunities.

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