Job Title: Administrative Assistant to the Dean of Graduate Studies
Job Category: Clerical
Department/Group: School of Graduate Studies
Job Code/ Req#: Non-Exempt
Location: Administration 212
Travel Required: No
Position Type: Full-Time
ROLE AND RESPONSIBILITIES:
The Administrative Assistant to the Dean of Graduate Studies provides professional support for the School of Graduate Studies. The Administrative Assistant coordinates the Dean’s appointments and travel arrangements as well as aids in the overall operations of the School of Graduate Studies.
Essential duties and responsibilities include the following: (other duties may be assigned)
• Secretary Duties: Greeting visitors, managing phone calls, responding to emails, and Supervising work study students
• Calendar Management: Scheduling meetings, appointments, and travel for employees and senior staff
• Meetings: Preparing meeting agendas, taking meeting minutes, and coordinating logistics
• Graduate Student: Assist with admission of students to the graduate program, providing information for graduate students and prospective graduate students, and communicating with graduate faculty and administrators to efficiently maintain graduate school processes and student records.
• Filing: Maintaining filing systems, contact databases, student lists, and preparing semester and annual reports
• Inventory: Tracking office supplies, ordering supplies, and coordinating deliveries
• Office Equipment: Operating and maintaining office equipment, such as printers, copiers, and fax machines
• University Events: Assists with university academic events, such as Commencement and recruitment events
• Other Duties: Duties as assigned by the Dean of the School of Graduate Studies.
BENEFITS AND FRINGES:
• Employees experience competitive paid holidays, including:
2 weeks for Winter Break
1 week for Spring Break
2 days at Fall Break
• Employees accrue leave.
• ECU pays both the employer and the employee portion of Oklahoma Teacher’s Retirement.
• ECU contributes up to $698 to employee health insurance every month.
• Employees and their dependents qualify for a tuition waiver at ECU.
QUALIFICATIONS AND EDUCATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• Demonstrate working knowledge of office practices and methods.
• Coordinate work with other employees.
• Organize work effectively, conceptualize and prioritize objectives and exercise independent judgement based on university policy and procedures.
• Establish and maintain effective work relationships with all stakeholders—faculty, staff, students, and the community.
• Provide a friendly, customer-service environment. School of Graduate Studies 2
• Maintain confidentiality regarding protected information.
• Manage deadlines on multiple projects.
• Effectively use office equipment and software including, but not limited to, the Microsoft Office 365 Suite.
EDUCATION AND EXPERIENCE:
Preferred: Bachelor’s degree or associate’s degree and experience working at a university or school. Required: Professional writing skills, verbal communication skills, and computer skills must be above entry-level.
PHYSICAL DEMANDS:
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 may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee is frequently required to sit and talk or hear.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Salary Range: $23,500 - $25,000
TO APPLY: Applications should consist of (1) a detailed cover letter addressing the expectations of the position; (2) a current resume/curriculum vitae; (3) a list of three professional references with complete contact information and a notation describing the work relationship with each; (4) unofficial transcripts from all degrees; and (5) a completed *Disclosure Statement. (Official transcripts are required upon hiring.)
Applications should be sent electronically to Employment Services at es@ecok.edu. Application review will begin immediately and continue until the position is filled. For more information about ECU, visit our website at http://www.ecok.edu.
***Please do not include a full Social Security Number on documents. Please provide only the last four (4) digits. We may never receive your information if a full Social Security Number is listed on any document. Our email system will reject emails if it detects a full Social Security Number, therefore Employment Services will not receive your information. ***
East Central University, in compliance with all applicable Federal and State laws and regulations, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, sexual orientation, genetic information, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admission, employment, financial aid, and educational services. The following person has been designated to handle inquiries regarding the non-discrimination policies: Employment Services Director, 1100 E. 14th St., Admin. 160, Ada, OK 74820, (580) 559-5260.