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Job Details: Administrative Assistant to the President

Job Title:

Administrative Assistant to the President

Submitted on:

01-11-19

Salary:

Commensurate with qualifications and experience

Hours:

12 month contract

Start Date:

Immediately

Qualifications:

JOB SUMMARY: Under the general direction of the President, perform complex administrative and confidential duties; receive in person or by telephone, students, faculty, staff, Chancellor’s Office, Regents and staff, community, local, state and federal officials; and perform a variety of other duties as required or assigned. Executes administrative policies.

QUALIFICATIONS, KNOWLEDGE AND SKILLS:

  • Associate’s degree, Bachelor’s degree strongly preferred or equivalent training/work experience
  • Five (5) years of office management experience in a progressive environment
  • Ability to organize and prioritize work and to meet deadlines
  • Ability to handle multiple tasks with attention to detail
  • Excellent written and oral communication skills\
  • Proficient in the use of various computer programs, such as Microsoft word, Microsoft Outlook Electronic Calendar, Microsoft Outlook E-Mail, Microsoft Access, Excel, PowerPoint, SharePoint, Internet, and other applications as required
  • Skilled in use of office equipment, such as computer, printer, facsimile, copier, multiple line telephone and voicemail
  • Work with all faculty and staff on campus
  • Work with the food service on campus

Responsibilities:

  • Greet and assist visitors to the President’s Office, by telephone and in person
  • Provide clerical assistance and administrative support to the President, including researching and compiling data and reporting on assigned topics
  • Work confidentially with discretion on sensitive and private information
  • Screen and route telephone calls, process incoming mail, and schedule meetings and appointments for the President’s calendar
  • Handle daily correspondence; prepare and submit periodic reports by hand copy, email and/or fax; file correspondence and policy manual updates; prepare requisitions for bill payments; compose correspondence independently on various matters, and type letters, reports and statistical data as directed
  • Gather information, prepare, copy, bind and distribute agendas and supporting documents for OSU/A&M Board of Regents meetings (hard copies & electronic copies)
  • Assist in preparation of State Regents Reports
  • Schedule and coordinate the arrangements for the Board of Regents meetings held on the OPSU campus including securing hotel reservation block, invitations, campus room reservations, specific room set up and food and beverage requests
  • Process disbursement requests and deposits for the Panhandle State Foundation and prepare related reports
  • Handle meeting notifications/reminders for President’s Executive Council; prepare agendas and take meeting minutes
  • Assist with scheduling events at the University House and Baggerly Family Banquet Hall; prepare and distribute invitations
  • Notarize official documents when necessary
  • Coordinate with Director of Communications the annual printing and distribution of Athletic Events Courtesy Cards
  • Handle annual inventory of office furniture and equipment; purchase and maintain office supply inventory
  • Assist with facility requests and setups for events/meetings as appropriate
  • Provide support to students, faculty, and staff as appropriate
  • Complete travel requests and prepare travel claims for the President
  • Handle travel arrangements including hotel and flight reservations
  • Plan conference meetings
  • Maintain electronic calendar for the President
  • Prepare OPSU Top Five
  • Reconcile P-card statement
  • Review and approve travel requests of VPs, HR claims, purchase orders-electronically or manually
  • Open the safe in business office as needed
  • Must have a strong work ethic and lead by example.
  • Must be a professional, credible and respected representative of the institution internally and in the community
  • Demonstrated willingness and ability to act in an ethically and socially responsible manner.
  • Must be able to lift more than 50-lb. objects; frequent bending, stooping, and walking.
  •  Can be exposed to a variety of weather conditions for periods of time.
  • Ability to communicate in a courteous manner
  • Other duties as assigned by the OPSU President or designee.

The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Applicant Must Submit:

  • Letter of Application
  • Resume
  • Unofficial Transcripts
  • Three References (current addresses and phone numbers)
  • Completed Consent & Disclosure form for pre-employment background check (available here)

If you are applying for more than one position, please submit a separate application packet for each position, being sure that your cover letter addresses the specific requirements for the position for which you are applying. Incomplete applications will not be considered.

All OPSU applicants must also submit a completed Consent and Disclosure form for a pre-employment background check. Forms are available below.

OPSU is an AA/EE/E-Verify employer committed to diversity.

Oklahoma Panhandle State University does not discriminate on the basis of race, color, national origin, sex, disability, age, and veterans status in its programs and services.

The following persons have been designated to handle inquiries regarding the non-discrimination policies:

  • Michael Harris, Title IX (sex), Office: SUB 10, Telephone: 580.349.1362;
  • Rene Ramon, Section 504/ADA (disabilities), Office ML 107B, Telephone: 580.349.1556;
  • Dana Collins (race, color, national origin, age and veterans status), Office: SL 125, Telephone: 580.349.1574.

For additional information and/or to respond, contact:

Oklahoma Panhandle State Univ.
Office of Human Resources
P. O. Box 430
Goodwell, OK 73939
Telephone: 580-349-2611
Fax: 580-349-2302
E-mail to opsu.jobs@opsu.edu

OPSU Human Resources