What are the responsibilities and job description for the Administrative Assistant position at Oklahoma State University?
Work Location: Hamm Institute for American Energy, 300 NE 9th Street, Oklahoma City, OK.
Hamm Institute for American Energy | Oklahoma State University
Work Schedule
Normal working hours are M-F, 8:00am – 5:00pm. Work outside normal hours is sometimes required due to special projects and deadlines.
Appointment Length
Regular Continuous/Until Further Notice
Hiring Range
$14.00 - $20.00 per hour
Special Instructions to Applicants
Applicants should include a resume, a cover letter, and the names, addresses (including e-mail addresses), and telephone numbers of three professional references. Applications must be submitted electronically and will be accepted until a successful candidate is selected.
About this Position
Provides high-level administrative support to the Director, Assistant Director, and the Institute as a whole. Responsibilities include managing calendars, communications, and workflows to ensure efficient operations. Serves as a point of contact for internal and external stakeholders, requiring strong organizational, communication, and problem-solving skills. Duties include preparing agendas, presentations, reports, and correspondence; coordinating meetings and events; overseeing office operations; and assisting with special projects and initiatives as assigned.
Major Job Responsibilities (detailed essential functions of the position):
- Calendar and Schedule Management:
Coordinating and maintaining complex calendars, scheduling appointments, meetings (virtual and in person), and travel arrangements
- Communication Management:
Screening calls, managing correspondence, drafting communications, and acting as a liaison between industry partners and various high-level stakeholders.
- Meeting and Event Planning:
Arranging logistics for meetings, conferences, and special events, including venue selection, catering, and material preparation.
- Document Preparation and Management:
Creating presentations, reports, and other documents for internal and external use, as well as maintaining and organizing files and records.
- Problem-Solving and Decision-Making:
Utilizing strong problem-solving skills and good judgment to address issues and make decisions on behalf of the Institute.
- Confidentiality and Discretion:
Handling sensitive information with discretion and maintaining confidentiality.
Required Qualifications
- High School/GED (degree must be conferred on or before agreed upon start date)
- Five years of administrative support experience working with director-level positions or above in a dynamic and fast-paced environment.
- Post-secondary education may substitute for years of required experience.
- Skills, Proficiencies, and/or Knowledge:
- Highly motivated self-starter with excellent organizational, communication, and interpersonal skills (strong skills in both oral and written communication)
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and related technologies
- Ability to adapt to changing priorities with flexibility and professionalism
- Strong initiative in supporting organizational productivity and effectiveness
Preferred Qualifications
- Bachelor's
-
10 years relevant, professional experience.
- Skills, Proficiencies, and/or Knowledge:
The ideal candidate enjoys a fast-moving environment that values agility and responsiveness and excels at balancing competing priorities and delivering high-quality work on tight timelines.
Salary : $14 - $20