Administrative Support Specialist I - Senior Administrative Support Specialist

Position Details

Req ID:

req17651

Position Title:

Administrative Support Specialist I - Senior Administrative Support Specialist

Position Type:

Staff Full-Time

Position Number:

AS6999

OSU Campus:

Stillwater

Department:

VP For Research

Location Address:

203 Whitehurst, Oklahoma State University

Stillwater, OK

Hiring Supervisor:

Jason Pogue

Hiring Range

(Contingent upon available funding):

13.50 - 20.00, Hourly

Work Schedule:

M-F, 8am-5pm, with one hour for lunch daily

Faculty Appt Period:

Job Summary:

Provides administrative assistance to the leadership team in the Office of the Vice President for Research (VPR). This position will also assist the Director of Fiscal Operations with various accounting duties, and processing of employment action forms.

Serves as the initial point of contact for the Office of the VPR providing professional and confidential service to OSU personnel, external public and distinguished persons. Performs general receptionist functions, to include, but not limited to scheduling meetings for VPR leadership; answering/directing phone calls in a polite and professional manner; duplicating, filing, distributing mail; and general office housekeeping functions.

Assists with travel preparations, approvals, and reimbursements, when necessary. Keeps up to date on university policy and procedure. Maintains division wide accounting and human resources records.

Prepare and process Employment Action Forms for new hires, reappointments, separations, or any other change that might require a new employment action. Providing leadership with extensive and continuous calendar management to ensure that the leadership team is informed of priorities, deadlines, and challenges for upcoming events/meetings. Prepares routine and non-routine correspondence.

Utilize efficient time management with the nuances of complex administrative assistance at the executive level. Safeguard sensitive and confidential information. Work requires independent judgment and initiative on assignments that are time sensitive in nature.

Coordinates a significant portion of the purchasing activity for the department. Adheres to established deadlines. Assists with special programs and events, hosted by the VPR division.

Monitors and updates position reference manuals as needed. Performs other duties as assigned by supervisor.

Special Instructions to Applicants

Applicants should attach a resume, a letter of application, and the names, addresses (including e-mail addresses), and telephone numbers of three professional references. Applications will be accepted until a successful candidate is selected.

Education & Experience

Position Qualifications:

Required Qualifications:

High school/GED and One year of clerical/customer service experience. Post-secondary education may substitute for years of required experience.

Preferred Qualifications:

Five years of clerical/customer service experience. Post-secondary education may substitute for years of required experience. Experience with QuickBooks or other accounting programs is preferred.

Independent and trustworthy person with the ability to handle confidential and sensitive information. Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads.

Excellent written and verbal communication skills. Proficient experience in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook. Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through.

Proven ability to work independently. Strong organization and prioritization skills. Demonstrated ability to meet project deadlines. Ability to anticipate needs, resourcefulness and responsiveness are essential.

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.

Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination and affirmative action. Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, sexual orientation, gender identity/expression, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions. For more information, visit eeo.okstate.edu.