Administrative Assistant to the Executive Director of Communications at Oklahoma City Community College in Oklahoma City, Oklahoma

Job Description:

Posting Number:

Staff_0403228

Classification Title:

Staff

Working Title:

Administrative Assistant to the Executive Director of Communications

Datatel Position ID:

PURE5PUREAST1A

Annual Hours:

2080

Placement Range:

$15.83 - $17.80

Position Type:

Regular

Job Category:

Non-Exempt

General Description:

The Administrative Assistant to Communications is responsible for performing a variety of administrative functions in support of the Executive Director and the marketing team. Essential administrative support functions include but not limited to managing internal and external inquiries, communication, departmental budgeting, and purchasing, Answer department phone calls. Assist the executive director with calendar and reports.

Reports To:

Executive Director of Communications

What position(s) reports to this position?:

None

Minimum Education/Experience:

High school diploma/GED


and


Minimum (2) years' work experience in an administrative office position.

Required Knowledge, Skills & Abilities:

Accurate word processing and other computer skills


Basic computer skills, proficient in the use of Microsoft Office or similar software


Positive human relations and communication skills


Ability to maintain accurate records


Accurate spelling and filing skills


Demonstrated ability to edit and correct grammar, punctuation, and spelling of manuscripts and correspondence drafts and prepare finished copy in quality format


Ability to draft correspondence


Effective telephone skills


Basic math skills


Ability to perform effectively under pressure


Ability to work independently or with minimal supervision


Positive communication skills


Ability to work with people from within the College as well as business, community and political leaders


Ability and willingness to perform multiple tasks in a detailed, efficient and effective manner


Ability to multi-task in a busy office environment with consistent interruptions
Proficient in Microsoft Office or similar software.


Experience working with office equipment, including printers, copiers, fax machines, scanners, card printers, and telephones

Physical Demands/Working Conditions:

1. GENERAL PHYSICAL REQUIREMENTS:
Light work: The person in this position may occasionally exert up to 10 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects.
2. PHYSICAL ACTIVITIES:
This position requires the person to frequently move about the OCCC
campuses.
This position requires the person to frequently communicate with and listen
to administration, faculty, staff, students, vendors and others to perform the
essential functions of the position. Must be able to exchange accurate
information in various situations.
This position frequently requires the person to operate a computer, other
office equipment and mobile devices to perform the essential functions of
the position.
This position requires the person to frequently operate equipment that
involves repetitive motions of hands and wrists.
3. VISUAL ACUITY:
This position requires the person to judge, observe and assess the accuracy,
neatness and thoroughness of work assigned, or to make general
observations.
4. WORKING CONDITIONS:
This position's essential functions are performed indoors.
This position requires the person to communicate above ambient noise levels
and exchange accurate information in various situations

Preferred Qualifications:

Associate degree in Business, Accounting, Management or related field.


Previous work experience at an institution of higher education.

Work Hours:

8:00 a.m. - 5:00 p.m., Monday through Friday, with occasional evening or
weekend hours as needed.

Department:

Marketing

Job Open Date:

04/11/2024

Open Until Filled:

No

HR Contact:

Rose Sanchez

Job Duties (Position Specific):

(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.)

Job Duties (Duties Assignment Statement):

Provide primary administrative support to the Executive Director of Communications.


Provide secondary administrative support to the Marketing department


Use a computer to compose, type and edit correspondence, reports, and other office documents and prepare needed materials for meetings and work sessions


Maintain appointment calendar for Executive Director.


Attend meetings and prepare minutes as required.


Plan and carry to completion specific assignments and reports.


Maintain a comprehensive electronic and physical filing system to ensure easy accessibility to documents and proper security, storage, and archival of all files.


Prepare operational forms as necessary to ensure the effective functioning of the office (facility work orders, technology requests, travel arrangements, reimbursement forms, etc.).


Prepare and assemble materials of a confidential nature.


Assist with and/or coordinate special events, projects and functions, including making meeting arrangements, informing participants of topics to be discussed, and providing background information as needed.


Assist the Communication and Printing Operations Manage with preparing requisitions, monitor purchase orders, and utilize PCard for obtaining goods and services in accordance with College and State procurement policies and procedures.


Assist with monitoring and reconciliation of budgets for Marketing and PR and Printing Services.


Manage incoming and outgoing paper flow, including contracts, reports, and internal and external mail.


Order office supplies and arrange service calls for office equipment.


Serve as receptionist by answering telephones and referring calls and emails to appropriate individuals and greeting, screening, and announcing visitors.


Advise the Executive Director of situations or significant matters which may require attention.


Support the Executive Director in achieving College goals.


Perform other duties as assigned.

Job Duties (Safety / Policy & Procedures):

Abide by the policies and procedures published in the Board of Regents
Policies and College Policies & Procedures


Contribute to a safe educational & working environment.


Adhere to established safety and health procedures and practices for the
purpose of providing injury and illness prevention for self and others.
Complete quarterly health and safety training pursuant to OCCC's
established safety and health procedures and practices.


Participate in all applicable OCCC emergency, evacuation, shelter in place
drills, and be prepared to take action and assist others in taking appropriate
action should a health or safety emergency occur.

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