Administrative Assistant III

Position Classification:

Regular, full-time, hourly, non-exempt and benefit-eligible staff position. For more benefit information visit Why Work at UCO?

The hourly rate is $15.63 which translates to $32,510.40 per year.

General Schedule:

The general schedule for this position is 40 hours a week, Monday through Friday, 8:00 a.m. to 5:00 p.m.

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.

Department Specific Essential Job Functions:

• Prepares correspondence, reports/memos, schedule appointments.
• Assists front desk staff with greeting all visitors and handles incoming calls to the office.
• Prepares requisitions and purchase orders.
• Monitors and reconciles department budget.
• Assists the Financial Manager in preparing monthly budget updates for management with forecasting measures.
• Responsible for UCO Purchasing Card, including reconciliation of monthly purchases and record keeping of receipts and invoices.
• Orders and maintains record of supplies and equipment for the department, with appropriate forecasting measures to maintain good accounting standing.
• Assists with travel expense requests through university travel software system.
• Assist with departmental event planning, including transporting, setting up, and breaking down materials and supplies.
• Will receive training to become a DSO - a Designated School Official - in order to facilitate the processing of international student document requests.
• Assists the Executive Director of Global Affairs as needed.

The duties listed in the job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Qualifications Required:

General education or vocational training and 4+ years' relevant experience or equivalent combination of education and experience.

Must have a valid driver's license, clean driving record, and be able to operate a typical motor vehicle.

Qualifications Preferred:

• Three or more years' experience in an office setting.
• Work experience in a higher education setting preferred.
• Three to four years' experience in customer service, office management, bookkeeping or financial tracking.
• Experience with these computer programs: Microsoft Office 365, Banner, Paycom, Concur (travel software).
• Knowledge or some experience with international students or international groups helpful.

Knowledge/Skills/Abilities

• Excellent written and verbal communication, interpersonal and organizational skills.
• Ability to multitask, prioritize responsibilities, exercise sound judgment, maintain confidentiality and pay close attention to detail.
• Ability to provide warm and caring professional service-oriented support to individuals from diverse backgrounds and educational levels.
• Ability to work collaboratively with others, build positive team relationships, and maintain professionalism in busy or high-pressure environments.
• Self-motivated with the ability to work independently, follow directives, and effectively synthesize information.
• Strong proofreading and editing skills.
• Working knowledge of office procedures, practices and standard office equipment.
• Proficiency with computers and Microsoft applications, including Word and Excel.
• Ability to exercise discretion, initiative, and independent judgement while interacting effectively with individuals at all organizational levels.
• Knowledge of or ability to learn university policies, procedures, departments, and colleges.

Will this employee supervise others?

No

Physical Demands:

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