Office Assistant - Talent Search

Job Summary

Performs a variety of office management and clerical duties, including data collection and record keeping, and updates and maintains Talent Search online media sites. Courteously greets walk-in office guests and works with participants as needed. Encourages participants to continue in and graduate from secondary education and enroll in post-secondary education or reenter programs of education.

Essential Job Functions

• Handle primary office communications.
• Personally greet and assist Talent Search current and potential participants, adult students and veterans.
• Design and produce forms required for the effective functioning of the program as assigned by the Project Director.
• Assist the Project Director in preparing and gathering data for the Annual Performance Report/Review (APR) required by the Department of Education.
• Create and maintain individual participant files for program participants.
• Enter/Update data from individual files in the data base on a regular basis.
• Create and maintain tracking database of yearly graduates.
• Maintain organization of office supplies, materials, and records and inventory of equipment.
• Schedule/arrange yearly campus visits for the target schools and cultural/rewards activities.
• Schedule vehicle for monthly visits and rooms for campus workshops.
• Produce, copy, and organize workshops materials.
• Prepare mailings for recruitment and other program purposes.
• Assist the Project Director with record-keeping requirements.
• Keep minutes of bi-weekly staff meetings.
• Performs on-going evaluation of the effectiveness of the programs services and monitoring of all program objectives, participant retention and activities.
• Help with the transportation and/or supervision of students at program events, when needed.
• Completes all mandatory training and participated in a minimum of two professional development each year.
• Performs other duties as assigned.
  
  

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Special Instructions to Applicants

Resume And Cover Letter Are Required For Full Consideration.

Position Qualification

Education

Minimum Qualifications:

High School Diploma/GED

Work Experience

• Minimum of six months' experience working in a customer service environment.
• Minimum of one year working in a secretary/administrative support position.
  
  

Certifications/Licenses

• Valid Oklahoma driver's license.
• Must take Driving Training Certification within 3 months of employment in order to drive company vehicles (provided by OSU-Oklahoma City).
  
  

Knowledge, Skills, And Abilities

• Strong secretarial and clerical/administrative support skills.
• Excellent communication and customer service skills.
• High degree of integrity; ability to work in a sensitive, highly confidential and professional environment.
• Ability to handle multiple tasks and prioritize effectively with high degree of accuracy and attention to detail.
• Strong interpersonal skills and ability to communicate diplomatically, clearly, and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately with all students, faculty, staff and community partners.
• High degree of initiative to work independently and also collaborate in a team environment.
• Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook).
• Ability to utilize databases and spreadsheets.
• Strong organizational and interpersonal skills.
• Must be able to prepare professional correspondence, using proper grammar and spelling .
• Able to create and maintain social media sites.
• Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated history of ethical and professional behavior.
  
  

Preferred Qualifications

• Experience working in a federal TRIO program.
• Experience with disadvantaged youth.
• Experience working with diverse cultures.
• Earned associate's degree or higher college degree.
• Experience as a bilingual English/Spanish speaker.
• Experience working in an educational environment.
• Knowledge of using digital platforms to perform job functions.
  
  

Working Conditions

• Must be able to work flexible hours to include some nights and weekends.
• Work will be performed in an office environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms.
• Occasional out-of-state travel for trainings.
• May be occasional changes in work schedule due to participation in public relations, outreach, student advisement, and other campus activities.
• In-state travel to include exposure to outside conditions as relates to program cultural events and activities, as needed.
  
  

Physical Requirements

• Duties require extended periods of sitting, talking and listening.
• Duties require extensive use of computers, telephone and other office equipment.
• Requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).
• Drive participants on visits to post-secondary institutions, career site visits and cultural events, when needed.
  
  

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.