Administrative Associate - Oklahoma State University : Job Details

Position Details

Req ID:

req18791

Position Title:

Administrative Associate

Position Type:

Staff Full-Time

Position Number:

AS7609

OSU Campus:

Stillwater

Department:

Facilities Management Admin

Location Address:

103 Facilities Management Administration

Stillwater, OK, 74078

Hiring Supervisor:

Casey Shell Chief Facilities Officer/Director, Facilities Management

Hiring Range

(Contingent upon available funding):

39,000.00 - 51,500.00, Salary

Work Schedule:

M - F 8:00 AM to 5:00 PM, or TBD by Supervisor

Faculty Appt Period:

Job Summary:

Facilities Management is looking for a skilled Administrative Associate to provide administrative assistance to the Chief Facilities Officer and the Director of Business Operations.

The Administrative Associate will report directly to the Chief Facilities Officer. The ideal candidate will be a collaborative and quick thinker, highly organized, constant attention to detail, and someone who will be comfortable and successful juggling competing priorities and can confidently support all administrative aspects of the Chief Facilities Officer's day-to-day schedule and some daily and occasional needs of the Director of Business Operations.

Duties include, but are not limited to the following:

Greet visitors and route to appropriate location/staff; Manage phones for CFO and Director of Business Operations, Create, review, and send FM-wide communications. Daily email correspondence. Prepare Administration presentations and spreadsheets. Manage calendars, schedule and plan meetings, meeting agendas, and conference rooms. Approve various departmental documents and submit others to the CFO for approval. Support FM Administration with travel arrangements including securing transportation, creating itineraries, and any other necessary preparations. Oversee travel claims, purchases, and billing pertaining to the Administration department. Assist in research, preparation, and written documentation for special projects, presentations, and meetings. Oversee occasional fund-raising efforts, such as United Way, within Facilities Management. Maintain organizational chart and FM Directory and keep updated version on website, Update Guide to Services when needed, Develop documents such as newsletters, flyers, emails, and work processes, Assist with updating Service Level Agreements, Audit CFO/Director of Business Operations Leave Reports and approve on their behalf, Develop meeting agendas in consultation with CFO/Director of Business Operations, record meeting minutes on behalf of the CFO.

This position will provide back up for the Administrative Programs Coordinator when needed. To include but not limited to - new hire process, new employee orientation presentation, and various HR duties when deemed necessary.

Order office supplies through OK Corral not found in supply/copy room when needed.

Ensure mandatory training is completed for CFO/Dir of Bus Ops and their direct reports. This includes Title IIV & XI, Hazcom, quarterly safety training, cyber security training, etc. Record mandatory training completion so we have a record in the event of an audit.

Coordinate monthly admin meetings and serve as head of FM Administrative Assistants. Invite guests when necessary to monthly meetings. Update CFO/Director of Business Operations on all changes to Admin and HR processes after admin meetings and when necessary.

Oversee and seek approval for all FM Foundation account requests, including reimbursements.

Manage yearly Facilities Management Employee of the Year nomination and decision process.

Process Fixed Asset Disposal (FAD) and New Stock Request forms.

Responsible for FMA Service Account renewals and password updates.

Update bulletin boards and oversee cleanliness of breakroom microwave and refrigerator.

Manage upkeep and fueling of CFO FM vehicle

This position frequently applies in-depth knowledge of University and FM policies and procedures to assist in departmental operations and decision-making. In addition, this position will oversee the process of policies and procedures requiring updates.

OSU offers a generous benefits package for continuous, regular positions, including but not limited to health, life and retirement benefits, paid leave and 13 paid holidays per year. Other benefits include employee and dependent tuition waivers, free gym memberships, free confidential employee assistance program, and much, much more!

Special Instructions to Applicants

A cover letter, resume, and three work references are required for full applicant consideration.

Education & Experience

Position Qualifications:

Required Qualifications:

High School diploma/GED.

Seven years' experience in an office environment with increasingly responsible duties, ability to multi-task effectively and accurately.

Post-secondary education may substitute for years of required experience

Must have experience in budgeting and personnel issues. Post-secondary education may be substituted for years of required experience.

Have before hire and maintain after hire, a valid driver's license. A valid driver's license must be maintained for the operation of an OSU vehicle, which is required in the performance of job duties as assigned.

Excellent computer, written and oral communication skills to fulfill the essential duties of the position.

Microsoft Office proficiency and comfortable learning new technology/systems. Strong grammar, professionalism, and attention to detail are essential.

The role requires excellent reading and comprehension skills to review correspondence, audit others' work and leave reports, complete assignments without spelling or grammatical errors, and ensure data-entry tasks are completed accurately.

Ability to deal with and accomplish a variety of tasks simultaneously and on own initiative without direct supervision. Ability to work well under pressure, to work independently and to make decisions in a timely and effective manner.

Must be an assertive and articulate, self-motivated and enthusiastic individual. Maintain confidentiality in all matters. Excellent professional interpersonal skills, collaborative willingness to work with FM management and staff, as well as other campus department employees and community members. The ability to make any and every person that comes in contact with the CFO/Bus Ops office feel valued.

Ability to become proficient in the use of AiM Computerized Maintenance Management System (CMMS) software and the use of mobile technology. Ability to become proficient in the use of People Admin, Cornerstone, Banner, OK Corral, AIRS and Anthony Travel.

Preferred Qualifications:

Bachelor's degree in Accounting, Business, Management, Economics, Administration, Logistics, Construction, or Engineering

Experience with OSU systems, i.e. PeopleAdmin, Cornerstone, Banner, OK Corral, AIRS, Anthony Travel, and the FM AiM system.

Experience with supervising and training of staff.

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.

Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination and affirmative action. Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, sexual orientation, gender identity/expression, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions. For more information, visit eeo.okstate.edu.