What are the responsibilities and job description for the Administrative Assistant position at Rose State College?
ADMINISTRATIVE SERVICES ANNOUNCES AN OPENING IN CAMPUS OPERATIONS
POSITION: Administrative Assistant
Description Of Duties
Perform clerical and administrative duties required for the operation of a college business or instructional office. Manage calendars, meeting logistics, travel, and briefings for the Senior Director. Draft, edit, and format memos, letters, reports, agendas, and presentations. Attend high-stakes meetings; capture minutes, decisions, and action items; track follow-ups to closure. Serve as front-line customer service: triage calls, emails, visitors, and work-order inquiries; maintain office supplies and records. Maintain organized project files for construction projects (AIA agreements, change orders, schedules, drawings). Coordinate site visit logistics, room reservations, and campus event setups tied to projects. Create and track purchase requisitions/POs; maintain a PO log; reconcile invoices to POs and receiving; resolve discrepancies with vendors/AP. Support solicitations (RFPs/ITBs/RFQs) in coordination with Purchasing: assemble templates, vendor lists, posting packets, pre-bid meetings, sign-in sheets, bid tab drafts, and contract routing. Build and maintain spreadsheets, trackers, and dashboards (work orders, keys, inventories, vendor contacts, project milestones). Apply state records-retention requirements; organize digital/physical files for audit readiness. Handle confidential information appropriately; assist with Open Records responses as directed. Receive, sort, and distribute mail. Perform other related duties as assigned.
Minimum Qualifications
High School Diploma or equivalent. Two (2) years of progressively responsible office/administrative experience. Proficiency with Microsoft 365 (Word, Excel, Outlook, Teams/SharePoint); strong grammar, formatting, and minute-talking skills. Demonstrated ability to manage multiple priorities, meet deadlines, and provide courteous, effective customer service. Light carrying up to 10 lbs. and light lifting up to 10 lbs. required. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending, and stooping.
Desired Qualifications
Associate's Degree or equivalent. Three (3) years of progressively responsible office/administrative experience.
Application Deadline: December 10, 2025
Please submit application materials as requested. The original signed Rose State College application form and unofficial degree conferring transcripts must be received by this office for formal consideration; however, should an offer of employment be extended, official transcripts are required.
Candidate selected will serve a probationary period.
All finalists may be subject to a background check and/or drug test.
(Posted on November 5, 2025)
Must be eligible to work in the United States.
Rose State College's Annual Security Report, including VAWA disclosures, is located at https://rose.edu/wp-content/uploads/2025/08/2024-Annual-Security-and-Fire-Safety-Report.pdf.
An Equal Opportunity Employer.
In accordance with the American with Disabilities Act, reasonable accommodations in the application process will be provided upon written request.
EMPLOYEE RELATIONS (405)733-7979
6420 SE 15TH STREET - MIDWEST CITY, OK - 73110-2799
Powered by ExactHire: 188068
POSITION: Administrative Assistant
Description Of Duties
Perform clerical and administrative duties required for the operation of a college business or instructional office. Manage calendars, meeting logistics, travel, and briefings for the Senior Director. Draft, edit, and format memos, letters, reports, agendas, and presentations. Attend high-stakes meetings; capture minutes, decisions, and action items; track follow-ups to closure. Serve as front-line customer service: triage calls, emails, visitors, and work-order inquiries; maintain office supplies and records. Maintain organized project files for construction projects (AIA agreements, change orders, schedules, drawings). Coordinate site visit logistics, room reservations, and campus event setups tied to projects. Create and track purchase requisitions/POs; maintain a PO log; reconcile invoices to POs and receiving; resolve discrepancies with vendors/AP. Support solicitations (RFPs/ITBs/RFQs) in coordination with Purchasing: assemble templates, vendor lists, posting packets, pre-bid meetings, sign-in sheets, bid tab drafts, and contract routing. Build and maintain spreadsheets, trackers, and dashboards (work orders, keys, inventories, vendor contacts, project milestones). Apply state records-retention requirements; organize digital/physical files for audit readiness. Handle confidential information appropriately; assist with Open Records responses as directed. Receive, sort, and distribute mail. Perform other related duties as assigned.
Minimum Qualifications
High School Diploma or equivalent. Two (2) years of progressively responsible office/administrative experience. Proficiency with Microsoft 365 (Word, Excel, Outlook, Teams/SharePoint); strong grammar, formatting, and minute-talking skills. Demonstrated ability to manage multiple priorities, meet deadlines, and provide courteous, effective customer service. Light carrying up to 10 lbs. and light lifting up to 10 lbs. required. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending, and stooping.
Desired Qualifications
Associate's Degree or equivalent. Three (3) years of progressively responsible office/administrative experience.
Application Deadline: December 10, 2025
Please submit application materials as requested. The original signed Rose State College application form and unofficial degree conferring transcripts must be received by this office for formal consideration; however, should an offer of employment be extended, official transcripts are required.
Candidate selected will serve a probationary period.
All finalists may be subject to a background check and/or drug test.
(Posted on November 5, 2025)
Must be eligible to work in the United States.
Rose State College's Annual Security Report, including VAWA disclosures, is located at https://rose.edu/wp-content/uploads/2025/08/2024-Annual-Security-and-Fire-Safety-Report.pdf.
An Equal Opportunity Employer.
In accordance with the American with Disabilities Act, reasonable accommodations in the application process will be provided upon written request.
EMPLOYEE RELATIONS (405)733-7979
6420 SE 15TH STREET - MIDWEST CITY, OK - 73110-2799
Powered by ExactHire: 188068
Salary : $26,150 - $27,750
