What are the responsibilities and job description for the Academic Assistant position at Oklahoma State University?
Position Summary:
Provide administrative and receptionist support for all department faculty members. Types and copies, schedules appointments, answers phones, takes accurate messages, coordinates meetings, arranges travel, screens and redirects
mail, orders supplies, prepares requisitions and work orders, and files/maintains files. Serves as the first point of contact for the public and students. Will also assist Faculty with materials, grading, etc. Manages & maintains Faculty & Staff travel using AIRS system, for out of state and in state mileage travel, books flights, gathers documentation for reimbursement. Manages consultant contracts, assignments and invoices, as well as account reconciliation in Banner. Purchases using OK CORRAL system, pays vendors & buys supplies. Manages and coordinates Outlook calendar for Chair of department & other faculty members. Coordinates various schedules, greets & hosts guests, prepares meetings, books conference rooms, prepares agendas for meetings. Maintains close communication with department, external clients and community leaders for effective function of department & department outreach effort. Supports department by completing tasks & projects as needed, such as CME tracking, light vendor management/ research, assists with conference/ presentations, and other tasks & projects as needed. Facilitates signatures for all appropriate documentation and ensures they are received by proper parties. Manages department mail, including deliveries/ returns for offsite faculty and staff. Various correspondence, including email & fax. Maintains & manages filing system for department, document/ record control & record retention. Revises content as needed. Manages clerkship and residency.
Environmental Hazards:
Typical office environment.
Physical Requirements:
Ability to lift and carry 8-10 pounds, stoop, reach, stand, walk, finger, grasp, feel, talk, hear, see, and perform repetitive motions with or without reasonable accommodations.
Special Instructions to Applicants
IMPORTANT! APPLICANTS PLEASE READ!
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In addition, OSU Medicine’s Customer Service Philosophy is:
“We enrich lives by providing compassionate care and amazing service to every life we touch.”
We achieve our service standards with employee behaviors centered on safety, courtesy, presentation, and efficiency.
Safety is:
- Be aware of environment
- Be intentional in your actions
- Ensure accuracy
- Mitigate potential hazards
Courtesy is:
- Welcome and actively engage in a friendly and respectful manner
- Be responsive, polite, and helpful
- Smile
- Demonstrate care and concern
- Show appreciation and say “Thank You”
Presentation is:
- Be professional
- Have a clean and neat appearance
- Maintain a clean and organized work area
- Remember what you represent at all times
Efficiency is:
- Respond to needs in a timely manner
- Organize and prioritize your work
- Be available and respect others’ time
Education & Experience
Position Qualifications:
- High school/GED
- Two (2) years of college or technical training or equivalent experience.
- One (1) year of experience as an Administrative Assistant or equivalent position
- On Dec. 7, 2021, a federal judge temporarily blocked the implementation of the federal contractor vaccination mandate and its associated guidance. Following the injunction, Oklahoma State University has, consistent with applicable law, paused the vaccination mandate. Please be aware this injunction may be lifted at a later date and will require all employees to be fully vaccinated or receive an approved accommodation as a condition of employment.
Skills, Proficiencies, and Knowledge:
Typing, familiarity with Microsoft Office programs; ability to be effective under time pressure for completion of tasks; ability to appropriately interact with others; and ability to effectively handle requests in timely and accurate manner from multiple faculty.
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, 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 http://eeo.okstate.edu.
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.
