Administrative Assistant JMSB

Administrative Assistant

Salary $27,418

SUMMARY

The responsibility of the Administrative Assistant for the John Massey School of Business is to assist the dean of the School and JMSB Graduate Director by performing skilled and detailed clerical, secretarial and office management tasks, and to help coordinate reports and assignments made by the dean to the JMSB Graduate Director, Department Chairs, JMSB Associate Dean, and coordinate between the deans and the department chair secretaries for the Accounting & Finance Department, Management & Marketing Department, Aerospace Science Institute, and the Occupational Safety and Health Department. When a department secretary is unavailable to any of these departments, the administrative assistant is to assist the respective department chair(s) with secretarial support. Position reports to JMSB dean and to respective department chairs as assigned by the dean. Work instructions are at times general in nature and the Administrative Assistant must use discretion and diplomacy in meeting with students, faculty, staff and general public. Job functions include administrative, clerical, information exchange and supervision.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Shared Duties:

• Assist Dean, JMSB Graduate Director, JMSB Associate Dean, and Department Chairs with specific university level work-related assignments as assigned.

• Assist department faculty/Chairs as needed.

• Interact professionally with students, faculty, staff, and general public.

• Receive incoming telephone calls/emails, answer questions. Refer inquiries to the dean and to appropriate department(s)/individual(s).

• Draft memos, emails, letters, reports, and other routine correspondence.

• Prepare and maintain detailed (how to) instructions of the primary responsibility duties unique to this position. Jointly prepare and maintain detailed instructions for the shared duties of this position.

Primary Responsibilities/Duties:

• Prepare, log and author purchase orders/requisitions and pro-card spending for equipment and supplies; manage supply inventory.

• Maintain departmental budgets as assigned by the Dean.

• Assist the Dean, JMSB Graduate Director, JMSB MBA Director and Associate Dean in processing student records including but not limited to reviewing application and supporting documents, checking prerequisites, and processing the degree plan.

• Assist with the JMSB MBA Prep Program.

• Supervise student employees assigned to departments in the Business Division of the JMSB.

• Distribute mail to faculty for the JMSB Business Division.

• Prepare leave reports for the JMSB Business Division.

• Prepare transactions and related incentive forms for the JMSB Business Division.

• Maintain course syllabi records for the JMSB Business Division.

• Assist faculty with door/schedule information for the JMSB Business Division.

• Assist department chairs in alumni contact/information.

• Prepare, distribute, complete, and maintain the course evaluation forms/reports.

• Assist faculty with the forms, fact sheets, etc. used in recruitment.

• Assist department chairs or their designee with the annual JMSB Awards Ceremony Banquet

• Other related duties as assigned.

ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES)

1. Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.

2. Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.

3. Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain a constructive working environment.

4. Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation, and performs incident duties as assigned.

5. Commitment to the Mission, Vision, Values of the JMSB: The employee commits to the JMSB Mission and Vision and the values of Excellence, Integrity, Unity, and Innovation.

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE

REQUIRED:

High school diploma and three years administrative or office management experience. Excellent oral and written communication skills. Proficient working knowledge of computer systems and operations; experience using database software and word processing including but not limited to Word and Excel. Ability to prioritize multiple job responsibilities, meet deadlines and work in a team environment. Ability to follow written and oral instructions and maintain confidentiality.

PREFERRED:

Bachelor's Degree and/or equivalent administrative or office management experience. Prior knowledge/experience working in higher education.

Founded in 1909 as a teachers’ college, Southeastern Oklahoma State University continues the strong tradition of producing outstanding educators for southeast Oklahoma and north Texas. Student enrollment is approximately 5,500 students and the campus is situated in rural Oklahoma. The main campus is located in Durant, Oklahoma, which is 90 miles north of Dallas, Texas, and 150 miles southeast of Oklahoma City. The community is close to Lake Texoma and the Choctaw Casino Resort. Southeastern Oklahoma State University continues to be among the nation’s most affordable universities according to the U. S. News & World Report’s America’s Best colleges.

The preferred start date is April 15, 2025. Review of applications will begin immediately and continue until filled.

Southeastern offers a comprehensive benefits package including university paid health, vision, life insurance, long term disability, retirement contributions to Oklahoma Teachers Retirement System, as well as a tuition waiver for employees and spouse/dependents who wish to enroll at Southeastern. Southeastern offers 24 paid holidays per fiscal year and has a generous leave package including annual/vacation leave, sick leave, personal leave, and birthday leave. In addition to the SE paid benefits, there are many voluntary products available to employees such as 403(b), Health Savings Account, Flexible Spending Account, dental, short term disability, dependent life insurance and a variety of ancillary benefits.

Employment is contingent upon the results of a national criminal and sex offender background check. Candidates must be eligible to work in the United States. SE participates in E-Verify.

SE is an AA/EEO employer committed to multicultural diversity.

Notice to applicants:

It is Southeastern Oklahoma State University’s policy that all newly hired employees must provide an original social security card during the hiring process. Failure to provide an original social security card will delay the hiring process and ability to begin employment.