Administrative Assistant - Communication & Public Affairs

Administrative Assistant - Full Time

The Administrative Assistant provides administrative support for the Chair of the School of Communication & Public Affairs. Responsibilities include all those relative to service and delivery of educational programs.

Responsibilities

• Manages office flow and assists Department Chair or Dean of College of Arts and Cultural Studies as assigned.
• Prepares various reports for the Department Chair and schedules department meetings and takes minutes.
• Maintains financial records for all department funds and budget.
• Assists with academic operations including scheduling coordination, faculty support processes, reporting, curriculum-related documentation, and departmental workflow management.
• Serves as a liaison between the School of Communication & Public Affairs and other departments.
• Serves as the e-mail contact for the department and provides answers to inquiries and/or consults others for information or forwards to appropriate individual for a response
• Answers telephone, replies to voicemail, and manages the office flow of work and deadlines
• Schedules classes for incoming first-year students.
• Helps arrange contact between students and instructors.
• Maintains semester courses and coordinates with the Registrar's Office.
• Processes course request forms, drop/adds, and all other petitions necessary to assist students.
• Maintains departmental calendars and coordinates with Department Chair to facilitate scheduling of departmental events and coordinate catering needs.
• Processes facility requisitions, room requisitions and updates classroom schedules as needed.
• Assists with coordination of departmental events, recruitment activities, advisory meetings, and special projects as assigned.
• Creates files for applicants for full-time and adjunct faculty positions and independent contractors.
• Assists in arranging interviews for new instructors.
• Processes lesson report forms and payroll reports on behalf of adjunct faculty contract requisitions and student workers
• Supervises department student workers and timecards
• Supports scheduling trips and hotel reservations for co-curricular activities and/or school sponsored trips.
• Assists in preparation of Faculty Load reports, Faculty Sharing reports, Budget reports, faculty teaching assignments, and annual reports.
• Maintains and requisitions all departmental purchases.
• Maintains digital records, online forms, and departmental administrative system.
• Other duties as assigned

Requirements

Education: Requires a High School diploma or G.E.D., degree preferred.

Experience/Skills/Abilities:

• Three years or more project support and/or office work experience
• Must be computer literate to include proficiency with MS Word, Excel, Outlook, digital scheduling systems, database and student information systems, and online collaboration platforms.
• Must be able to learn and effectively use the university systems related to scheduling, purchasing, registration, reporting, and communication.
• Proficient reading, mathematical, organizational, verbal, written, attention to details, and interpersonal skills are necessary.
• Ability to prioritize and multitask in a fast-paced office.
• Requires the ability to effectively work with staff, administration, students, and parents from varying cultural backgrounds
• Must be able to maintain a professional demeanor while working in a fast-paced work environment with constant phone interruptions.
• Must maintain a high level of confidentiality of information
• Maintains compliance with the Family Educational Rights and Privacy Act (FERPA) policy and its' procedures

Equal Employment Opportunity:

Oral Roberts University promotes equal employment opportunities for all individuals regardless of differences in race, color, religion, sex, national origin, age, disability, or veteran status.