Division Support Coordinator

Division Support Coordinator

At the Oklahoma State Department of Education (OSDE), we go beyond merely offering jobs we actively seek out extraordinary individuals to join our team. As the primary agency entrusted with overseeing K-12 public education in Oklahoma, we are steadfastly devoted to making a meaningful impact on the districts and students we serve. Our exceptional team at OSDE is renowned for its commitment to superior customer service, innovation, and unwavering dedication to shaping a brighter future for students across the state. We work hand-in-hand with over 500 school districts and maintain a close partnership with the legislature, ensuring that each Oklahoma student receives the exceptional education they deserve. If you're in search of a fulfilling career that allows you to make a profound difference in the lives of children, you've arrived at the right place. Join us in our mission to empower students and elevate the standard of education in Oklahoma.

The Division Support Coordinator demonstrates strong knowledge and expertise through proficiency in MS Office applications and related software, excellent organizational and time?management skills, the ability to handle confidential information, and adaptability in learning new tools and processes. This role schedules appointments, meetings, and events for department leadership. The coordinator accurately enters and maintains data in company systems, manages office supply inventory and ordering, and provides collaborative support on special projects while ensuring smooth operations across administrative teams.

Please note: This role requires a consistent, in-person presence at the designated workplace in Oklahoma City, Oklahoma, and does not offer remote, telecommuting, or hybrid options.

Minimum Qualifications

• Bachelor's degree in Business, Education, or a related field [official transcripts required upon hire];
• Three (3) years of clerical or office experience;
• Or an equivalent combination of education and experience, substituting one year of relevant experience for each year of the required education.

Special Requirements

• Applicants must be currently authorized to work in the United States on a full-time basis without sponsorship now or in the future;
• Successful completion of a pre-employment background check;
• Must possess a valid driver's license from a U.S. state or territory to perform necessary job-related travel.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Knowledge & Expertise: Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Excellent organizational and time management skills. Ability to handle sensitive information with the utmost confidentiality. Adaptability and willingness to learn new tools and processes. Strong problem-solving skills and a can-do attitude. Professionalism and a passion for delivering exceptional customer service. Strong problem-solving skills and a proactive attitude.
• Schedule appointments: responsible for scheduling appointments, meetings, and events for division leadership and other team members.
• Document Management: Create, format, and edit various documents, reports, and correspondence as needed. Organize and maintain electronic and physical files to ensure easy retrieval.
• Travel Coordination: Assist in making travel arrangements for team members, including flights, accommodations, and transportation. Prepare travel claim documents.
• Data Entry and Record Keeping: Accurately input data into company systems and databases. Maintain and update records.
• Office Supplies and Inventory: Monitor and manage office supply levels, placing orders as necessary. Assist with tracking inventory and replenishing stock.
• Collaborative Support: Assist various teams with special projects and tasks as assigned. Coordinate with other administrative staff to ensure seamless operations.
• Manage correspondence: responsible for managing incoming and outgoing correspondence, including email, letters, and phone calls.
• Customer-centric approach: A genuine desire to meet the needs of others, providing exceptional support and service to both customers and team members.
• Professional Demeanor: Maintain a positive, empathetic, and professional attitude at all times; ability to build and maintain positive work relationships; demonstrate integrity and ethical conduct in all aspects of your work; ability to accept constructive feedback to increase performance.
• Attendance: Regular and reliable in-person attendance is required to ensure quality teamwork, performance, productivity, and collaboration; ability to demonstrate a commitment to your work and team by committing to punctuality and dependability in the work environment; this includes arriving to work on time, being present, engaged, and available to colleagues, internal and external customers.
• Innovation: Ability to identify and address the evolving needs and challenges of the education landscape; ability to think critically, explore new ideas, and embrace innovative approaches to improve educational outcomes for all students; apply creativity, resourcefulness, and forward-thinking in finding solutions to complex problems and driving positive change in the field of education.
• Efficiency: Ensure our resources are utilized effectively, and our operations are streamlined; optimize our processes, eliminate redundancies, and leverage technology to enhance productivity and performance; proactively identify opportunities for efficiency gains and implement best practices.
• Superior Customer Service: Willingness to go above and beyond to provide outstanding assistance that exceeds expectations, ability to create positive experiences and build relationships based on trust and satisfaction; maintain a positive and helpful attitude using the appropriate language, tone, and behavior to reflect the agency in a way that leaves a favorable impression.

Essential Competencies

• Effective Communication: Ability to clearly and concisely express ideas, while also listening actively to others and demonstrating understanding; Ability to demonstrate empathy by showing respect and understanding for the feelings and perspectives of others while paying close attention to non-verbal cues; Ability to adapt communication style to suit the needs of the audience and situation.
• Take a proactive approach and work independently: Be resourceful and self-motivated, prioritize work effectively by managing your time well, anticipating challenges, developing creative solutions, paying close attention to detail, and taking ownership of your work.
• Collaborate as a team player: Ability to work effectively with others towards a common goal. Including being open-minded, respectful, and responsive to others' ideas and perspectives. Sharing knowledge and experience while being committed to achieving the teams' objectives and understanding the importance of working collaboratively to achieve success.
• Demonstrate excellent planning and organizational skills: Ability to set clear objectives, create a plan of action, break down complex tasks into manageable components, delegate tasks when necessary, and establish a realistic timeline to meet deadlines consistently while developing contingency plans to ensure adaptability to changing circumstances.
• Possess strong analytical and problem-solving skills: Ability to analyze complex situations, identify key issues, patterns, connections, and develop effective logical solutions; Ability to think critically, anticipate potential problems, and develop innovative solutions to address them.
• Ability to function well in an, at times, stressful, fast-paced, and deadline-driven environment: Ability to work under pressure and in situations where time is limited whilst remaining calm and focused, prioritizing tasks, and adapting to changing circumstances.
• Ability to build strong partnerships with internal and external stakeholders: Ability to identify opportunities for collaboration, leverage resources effectively, and negotiate mutually beneficial outcomes. Possess strong interpersonal skills to resolve conflicts and manage difficult conversations constructively and professionally.
• Knowledge of technology and ability to use it to maximize efficiency and services: Ability to identify opportunities to leverage technology to streamline processes, automate tasks, and improve customer experiences; Familiarity with software, hardware and other relevant technological tools while being able to learn new technologies as they emerge.

Physical Demands and Work Environment

Location: Oliver Hodge Building, Oklahoma City, Oklahoma

• Work Environment includes:

  • Office Setting: Climate-controlled office setting with exposure to moderate noise; the employee is frequently required to talk, walk, and stand; this position requires long periods of sitting and daily use of computer and phone. Must be able to remain in a stationary position 75% of the time.

• Physical Demands include:

  • Ability to stand, reach, and bend 50% of the time;

  • Operates a computer and other office productivity machinery, such as a calculator, copy machine/printer, and office telephone 75% of the time;

  • Ascends/descends stairs 25% of the time;

  • Ability to lift to 25 lbs.

• Cognitive Requirements: