What are the responsibilities and job description for the Advising & Retention Services Administrative Assistant position at Southwestern Oklahoma State University?

Advising & Retention Services Administrative Assistant

Job Title

Advising & Retention Services Administrative Assistant

Department

Advising & Retention Services

Posting Number

req549

Description of Job Duties

The Administrative Assistant reports to the Director of Advising and Retention with the primary duties of greeting, receiving, and assisting office visitors, responding to inquiries from Bulldog Central, and directing students to areas of support. Serves as a resource for Advising and Retention Services department and builds effective, strong working relationships with faculty, staff, and campus offices to enhance student success.

Essential Duties & Responsibilities :

Provide administrative support services to the department in a manner that professionally, cordially, and efficiently assists students, faculty, staff, and visitors.
Greet and assist walk-ins and telephone visitors.
Assist with coordinating meetings for staff in Advising and Retention Services.
Provide guidance and support to students needing assistance with enrollment-related questions, using Self-Service, the SWOSU website, tutoring, or other inquiries.
Assist and document Bulldog Central (texting platform and phone calls) they arise.
Assist with Academic Coaching for :

Undecided Students to determine their interests and career aspirations

Students who change majors and / or career paths

Students who have difficulty reaching their designated Advisor

Assist with Learning Lounge needs including peer mentoring scheduling

Perform routine office duties and functions including purchase orders, travel requests, and other business-related activities.

Gain expertise and remain current in knowledge of office services and practices as well as SWOSU and / or community-related resources to assist students.

Maintain a welcoming office environment by managing front-desk and service-area operations.

Assist with the organization and coordination of support-related events related to student success and retention.

Support enrollment strategies that support the Division of Student Services.

Specific assignments are based on unit need and assigned by the supervisor which could include such things as departmental communications, maintaining department contact lists, office schedules, and serving as a liaison to administrative offices for maintenance, work orders, and assistance.

Competencies :

Organized, manages time effectively, and keeps tasks appropriately prioritized

Maintains working knowledge of applicable regulations, policies, and protocols

Ability to work with, assist, lead, and take directions from others in the interest of moving processes and programs forward to the desired outcome

Work Setting :

Expectation of on-campus presence with attendance and punctuality

Promote personal safety, safety procedures, and a safe work environment

Employment at will

Full-time status

12-month appointment

Non-exempt

About SWOSU :

With locations in Weatherford, Yukon, Sayre, and online degree programs, SWOSU is one of the leading regional universities in the country. See what makes SWOSU and Weatherford so great!

Education and Experience

Minimum Requirements :

One-year experience as a secretary or acceptable equivalent experience or education

Strong written, verbal, basic math skills, and interpersonal skills

Utilize office equipment

Preferred Qualifications :

Proficiency in Microsoft Office

Knowledge of office management, bookkeeping, record keeping, and data management

Such alternatives to the above qualifications as the President of SWOSU or their designee may find appropriate

Anticipated Start Date

2 / 10 / 2025

Location

Weatherford

Employment Type

Non-Exempt

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Advising & Retention Services Administrative Assistant

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