Administrative Assistant - Communication & Public Affairs

ABOUT US

Oral Roberts University is a non-profit organization whose staff and faculty actually make a difference in the lives of its students. We pride ourselves on our culture and the values we uphold. Our team is passionate about what we do, and we want you to make us even better!

CURRENTLY ACCEPTING APPLICATIONS FOR ALL POSITIONS UNTIL FILLED.

JOB DESCRIPTION
- FULL TIME

The Administrative Assistant provides administrative support for the Chair of the School of Communication & Public Affairs. Responsibilities include all those relative to service and delivery of educational programs.

RESPONSIBILITIES

• Manages office flow and assists Department Chair or Dean of College of Arts and Cultural Studies as assigned.
• Prepares various reports for the Department Chair and schedules department meetings and takes minutes.
• Maintains financial records for all department funds and budget.
• Assists with academic operations including scheduling coordination, faculty support processes, reporting, curriculum-related documentation, and departmental workflow management.
• Serves as a liaison between the School of Communication & Public Affairs and other departments.
• Serves as the e-mail contact for the department and provides answers to inquiries and/or consults others for information or forwards to appropriate individual for a response
• Answers telephone, replies to voicemail, and manages the office flow of work and deadlines
• Schedules classes for incoming first-year students.
• Helps arrange contact between students and instructors.
• Maintains semester courses and coordinates with the Registrar's Office.
• Processes course request forms, drop/adds, and all other petitions necessary to assist students.
• Maintains departmental calendars and coordinates with Department Chair to facilitate scheduling of departmental events and coordinate catering needs.
• Processes facility requisitions, room requisitions and updates classroom schedules as needed.
• Assists with coordination of departmental events, recruitment activities, advisory meetings, and special projects as assigned.
• Creates files for applicants for full-time and adjunct faculty positions and independent contractors.
• Assists in arranging interviews for new instructors.
• Processes lesson report forms and payroll reports on behalf of adjunct faculty contract requisitions and student workers
• Supervises department student workers and timecards
• Supports scheduling trips and hotel reservations for co-curricular activities and/or school sponsored trips.
• Assists in preparation of Faculty Load reports, Faculty Sharing reports, Budget reports, faculty teaching assignments, and annual reports.
• Maintains and requisitions all departmental purchases.
• Maintains digital records, online forms, and departmental administrative system.
• Other duties as assigned

REQUIREMENTS

EDUCATION: Requires a High School diploma or G.E.D., degree preferred.

EXPERIENCE/SKILLS/ABILITIES:

• Three years or more project support and/or office work experience
• Must be computer literate to include proficiency with MS Word, Excel, Outlook, digital scheduling systems, database and student information systems, and online collaboration platforms.
• Must be able to learn and effectively use the university systems related to scheduling, purchasing, registration, reporting, and communication.
• Proficient reading, mathematical, organizational, verbal, written, attention to details, and interpersonal skills are necessary.
• Ability to prioritize and multitask in a fast-paced office.
• Requires the ability to effectively work with staff, administration, students, and parents from varying cultural backgrounds
• Must be able to maintain a professional demeanor while working in a fast-paced work environment with constant phone interruptions.
• Must maintain a high level of confidentiality of information
• Maintains compliance with the Family Educational Rights and Privacy Act (FERPA) policy and its' procedures

Equal Employment Opportunity:

Oral Roberts University promotes equal employment opportunities for all individuals regardless of differences in race, color, religion, sex, national origin, age, disability, or veteran status.