Provides administrative support to the Operations and Maintenance Director and performs administrative duties contributing to the efficient operation of Operations and Maintenance. Provides administrative support for managers, supervisors, and assistant supervisors in O&M Zones and specific trade departments.
General: - Create, review, and send O&M communications - Daily email correspondence - Telephone calls and mail - Prepare presentations and spreadsheets - Manage calendars, meeting agendas, and conference rooms - Obtain approvals for various departmental documents and send for processing - Support O&M staff with travel arrangements including securing transportation, creating itineraries, and any other necessary preparations. - Maintain O&M organizational chart - Prepare and process discontinuances - Revise all O&M job descriptions and submit for posting - Prepare "Compensation Adjustment Request" forms - Prepare and send offer letters - Prepare and distribute 60/90-day reviews for new hires.
Develops and maintains historical data as requested. Position will primarily work within a normal office environment.
The employee in this position may be required to work overtime after 5 pm and/or during nonbusiness hours, including evenings, weekends, & when the University is closed if management deems it necessary to complete projects and/or in emergencies, therefore deeming you as essential personnel.
This position may require manual labor and occasionally the physical ability to lift up to 50 pounds and in excess of 50 pounds occasionally.
In addition to joining a dedicated team, we offer many incentives, some of which include promotional opportunities, career development plans, employee and dependent tuition waivers, and a generous benefits package that offers optional medical, dental, vision, and life insurance. Paid sick and annual leave, retirement benefits, 13 paid holidays per year, and paid parental leave. Other benefits include free gym memberships, confidential employee assistance programs, and more!
Special Instructions to Applicants
Please provide Cover letter, resume and three work references for full applicant consideration. Education & ExperiencePosition Qualifications:
Minimum Qualifications: High School/GED and five years of experience in an office environment with increasingly responsible duties. Must have an ability to multitask effectively and accurately.
Post-secondary Experience May Substitute For Years Of Required Experience.Have before hire and maintain after hire, a valid driver's license. A valid driver's license must be maintained for the operation of an OSU vehicle, which is required in the performance of job duties as assigned.
Advanced computer literacy, excellent communication abilities, good organizational abilities. Microsoft Office proficiency and comfortable learning new technology/systems.
Ability to work under pressure within time constraints, ability to work efficiently without supervision. Maintain confidentiality.
Ability to become proficient in the use of CMMS (Computerized Maintenance Management System) "AIM" computer system and mobile technology.
Ability to become proficient in the use PeopleAdmin, Cornerstone, Banner, OK Corral, AIRS and Anthony Travel.
Ability to deal with people in stressful situations. Excellent telephone manners.
Must work safely, adhere to all safety requirements, and promote a safe work environment.
Preferred Qualifications: Associate degree in the administrative or clerical field.
Experience with OSU systems such as PeopleAdmin, Cornerstone, Banner, OKCorral, AIRS, Anthony Travel, and AiM system (used by Facilities Management).
Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so. Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination and affirmative action. Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, sexual orientation, gender identity/expression, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions. For more information, visit eeo.okstate.edu.