Administrative Assistant II (Kramer School of Nursing)

    Oklahoma City University - University Advancement
    Job Description
    Position Summary:
    The Administrative Assistant II in the Kramer School of Nursing provides administrative support to the Dean, Associate Dean, Assistant Dean, and other managers of Kramer School of Nursing. 

    A high school diploma or equivalent is required.  College coursework is preferred.
    Two (2) years of administrative support experience is required including office practices and procedures.  Two (2) years of administrative support experience in higher education is preferred. 
    A suitable combination of education and experience may be substituted for minimum qualifications.
    Essential Functions:
    • Demonstrates an attitude and behavior that reflects the values and mission of the College and University.
    • Assists the Dean, Associate Dean, Assistant Dean, and other managers in various administrative functions by:
      • Maintaining appointment calendars of designated KSN personnel
      • Answering oral and written requests and inquiries for routine and unusual information requiring independent decision
      • Receiving telephone calls, handling all possible and routing the remaining properly
      • Sorting and filing materials
      • Preparing standard and original reports and correspondence
      • Acting as the staff contact person for internal and external constituents; responding to questions or requests for information; communicating on behalf of the department head/chair or other university official
      • Regularly works with or provides confidential information; exercises discretion concerning its dissemination
      • Serving on a variety of committees; collecting agenda items, preparing and disseminating agendas; preparing minutes; following-up on action items with committee members
      • Regularly works with or provides confidential information; exercises discretion concerning its dissemination
      • Taking meeting minutes as assigned
      • Providing data for reports
      • Delegating work; makes sure tasks are completed in a timely manner
    • Provides general clerical support for KSN students, faculty, staff, programs, and functions by:
      • Maintaining all KSN calendars and postings of events on internet and intranet sites
      • Maintaining the currency of KSN employee directories and bulletin boards
      • Maintaining files, which includes KSN personnel files, and data records as assigned
      • Providing pertinent information to students through the year
      • Maintaining own and designated work areas in a clean, safe, orderly manner
      • Hiring and supervising student workers
    • Serves as the building coordinator by:
      • Providing tours and hospitality to visitors
      • Managing maintenance and upkeep of the building, including requesting repairs; serving as Crisis Management point of contact for emergencies; being liaison to Campus Security, Physical Plant, Custodial Services, Mail Room, and other departments; resetting furniture configurations after events; keeping the KSN buildings clean and safe; and other activities related to building maintenance
      • Scheduling use of the building and spaces therein
    • Provides event planning assistance by:
      • Assisting in the planning, implementation, and evaluation of KSN events as assigned, such as ceremonies, conferences, social activities, and so forth, including assuring catering and room configuration arrangements
    • Other duties as assigned.
    • Excellent problem-solving techniques; ability to plan and execute independent projects and balance priorities and deadlines
    • Strong interpersonal and customer service skills
    • Excellent oral and written communication skills 
    • Accurate and attentive to details in all aspects of the job
    • Skill in thinking analytically and logically
    • Skill in using tact and diplomacy in verbal and written communication
    • Proficient operation of office equipment
    • Maintain and observe strict and total confidentiality of information that may be encountered
    • Follow directions, meet deadlines, work as a team member, and assist others with deadlines during heavy periods
    • Use clear, correct, and effective communication using the English language
    • Strong office technical skills including work processing, spreadsheets and databases.
    • Must be able to learn independently and to translate that knowledge into sound office practices.
    • Ability to resolve conflict.
    • Ability to prioritize and perform multiple tasks simultaneously and delegate work to other staff when appropriate
    • Takes initiative to ensure deadlines are met
    • Seeks guidance and input, but also works well on own
    • Provides training and direction to other staff and student workers
    Physical Requirements:
    • Constantly operates a computer and other office machinery.
    • Constantly visually identifies, observes, and assesses.
    • Frequently communicates with university constituents.
    • Frequently remains in a stationary position (standing and/or sitting).  Occasionally moves to accomplish tasks and/or to get from one worksite to another.
    • Occasionally moves common office materials.
    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
    Working Conditions:
    • Work is primarily indoors, but requires an outdoor environment when traveling between campus buildings. 
    • May be exposed to steady and fairly loud noise caused by telephone and office machines.
    • Standard office hours 8:00 a.m. to 5:00 p.m.  After-hours work may be required.
    • Some off-campus, state, and regional travel may be required.
    The anticipated range for this position is $12.50 per hour to $13.46 per hour.
    Please apply online at:   https://jobs.silkroad.com/OKCU/StaffCareers/jobs/1017
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