What are the responsibilities and job description for the Administrative Assistant position at East Central University?
FLSA Status: Non-Exempt
Grade: 6
The Administrative Assistant is responsible for providing comprehensive administrative support to senior leadership
through efficient management of schedules, communications, and office operations while ensuring organizational
effectiveness and productivity. The International Students and Programs Administrative Assistant will assist the
Director in managing international students from application to enrollment through graduation and post-graduation activities (Optimal Practical Training and the OPT-STEM extensions).
- Provide administrative support to the leadership and department staff.
- Manage day-to-day office operations to maintain an efficient and welcoming environment.
- Serve as the front line of communications, including greeting visitors, handling incoming
- Process requisitions and/or invoices for department expenditures.
- Maintain physical and digital records through organized filing systems.
- Assist with planning and coordination of university events.
- Maintain office organization and supplies.
- Provides advice regarding admissions policies and procedures including application due dates, and admissions criteria, the status of applications, admission decisions, required documentation, and other essential admissions information.
- Assist former students with questions on Optimal Practical Training eligibility, applications, reporting, and deadlines.
- Work with SEVIS and ICE.
- Maintains and organizes files for the office.
- Answer phone calls, emails and walk-ins.
- Other duties as assigned by Supervisor or designee.
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.
Qualifications
- Minimum of 1-year experience in secretarial and/or office management and a high school diploma.
- Experience in an administrative assistant position. Writing skills, verbal communication skills, and computer skills must be above entry-level.
- Excellent interpersonal skills, including the ability to relate well to and work with individuals from diverse cultural backgrounds; demonstrated understanding of issues affecting international students.
Licenses/Certifications
- Valid driver's license
Knowledge, Skills, and Abilities
- Demonstrated ability to maintain strict confidentiality and handle sensitive information with professionalism
- Strong organizational and time management skills with ability to manage multiple priorities
- Excellent verbal and written communication skills with ability to interact professionally with diverse groups
- Proficient in problem-solving and conflict resolution
- Advanced knowledge of office technology and computer applications
- Proven ability to work independently and exercise sound judgment
- Strong project management skills with attention to detail
- 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 ethically and socially responsible
- Ability to communicate in a courteous manner
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 the job.
Constantly required to remain in a seated position for extended periods
Frequently required to communicate effectively with diverse populations
Regularly performs tasks that involve repetitive wrist and finger movement
Regularly operates a computer and other standard office equipment
Occasionally required to move about the office and similar spaces
Occasionally required to move objects weighing up to 10 pounds
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 individuals with
disabilities to perform the essential functions.
The work is performed in a typical office setting with moderate noise levels from conversations, and standard office
equipment.
Supervisory Responsibility
None
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, marital status, 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., Danley Hall 111, Ada, OK 74820, (580) 559-5260.
Please ensure you have completed the Equal Opportunity Data Form with your application. https://www.ecok.edu/employment-services/equal_opportunity_data_form_accessible.pdf