What are the responsibilities and job description for the Administrative Support Specialist I-III position at Oklahoma State University?
Position Details
Req ID:
req19040
Position Title:
Administrative Support Specialist I-III
Position Type:
Staff Full-Time
OSU Campus:
Stillwater
Department:
Horticul & Landscp Architecture
Location Address:
358 Ag Hall
Stillwater, OK, 74078
Hiring Supervisor:
Justin Moss
Hiring Range:
(Contingent upon available funding):
13.50 - 20.00, Hourly
Work Schedule:
Monday through Friday, 8am - 5pm with one hour for lunch
Faculty Appt Period:
Job Summary:
For more information, visit: https://go.okstate.edu/undergraduate-academics/majors/horticulture.html
Position Details: This position provides department-wide clerical support in the main office of the Horticulture and Landscape Architecture Department. This position is the initial point of contact for the department and supports the needs of incoming visitors, students, faculty and staff.
Expectations include:
- Receive inbound calls on the department’s main phone line and distribute appropriately.
- Distributes incoming mail daily and independently respond to inquiries concerning general department information.
- Post safety training modules each quarter on CANVAS and maintain all safety training records for the department.
- Prepare and submit travel requests and vouchers for department personnel within the AIRS system as well as purchase airline tickets.
- Retrieve monthly OSU Foundation donor reports and send thank you notes.
- Manage departmental key distribution to faculty, staff and students and order keys as needed.
- Monitor and order office supplies as needed.
- Prepare materials for recruitment and welcoming student packets.
- Manage the department’s listserv, phone directory, birthday and mailboxes.
- Perform several other miscellaneous job functions and responsibilities as designated.
Our office is a modern, open-plan space that fosters collaboration and creativity. We have common open space office noise. Teams work closely together, sharing ideas and solutions in a supportive atmosphere. Our company culture values positive attitudes, teamwork, and always being service oriented.
There are lots of great reasons to work at OSU, check out our great benefits and eligibility at https://hr.okstate.edu/prospective-ee.html
Special Instructions to Applicants
Required documents are: resume, cover letter, and contact information for three professional references.
Education & Experience
Position Qualifications:
Required: High School/GED with 1 year administrative and customer service support
Notary Public or ability to become a Notary Public within 90 days of hire.
- Proficient in Microsoft Office 365, including Word, Excel, Power Point and Adobe Acrobat.
- Must possess excellent interpersonal skills, including excellent writing and verbal skills.
- Strong organizational skills with addition to detail.
- Self-motivation with the ability to work independently and a willingness to work collaboratively.
- Ability to prioritize tasks on a daily, weekly, and monthly basis.
- Ability and dedication to protecting confidential information and promoting a positive working environment.
- Good problem-solving, research, and public relations skills.
- Aptitude for computerized record keeping systems and analytical ability.
- Willing to help and learn new tasks to support the department.
- Ability to learn OSU systems including Banner, OK Corral, AIRS, VERBA and Canvas.
Ability to pick up/move at least 25 lbs. due to moving copy paper or other supplies/items as needed.
Preferred: Bachelor's in Business or related field
4-6 years of administrative and customer service support
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.
