Administrative Assistant 632927

Campus

OSU-Stillwater

Contact Name & Email

Brigett Broyles, brigett.broyles@okstate.edu

Work Schedule

Monday through Friday, 8:00 am-5:00 pm with occasional evenings and weekends.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$14.00 – $20.00

Hourly

Special Instructions to Applicants

For full consideration, please include a resume, cover letter, and contact information for three professional references.

About this Position

Provide administrative support for Construction & Contract Services and In-House Construction. Field calls from various agencies, both on campus and off. Schedule meetings and locations, both with Teams and in person. Attend meetings as requested by the Director of CCS. Attend monthly FM Admin Meetings, as needed.

Verify document contents to be transmitted via email, flash drive, hardcopy, or other means. Maintain an active and current Notary Public seal to support the Notary requirements of the CCS and IHC Departments.

Create Capital Projects as requested. Notify clients, Construction Project Managers (CPM), and On-Call Construction Management (OCCM), if required, of project numbers and assignments. Provide metric data to In-House for updating. Collate and provide data to clients as needed.

Process, employee action forms, asset and disposition forms, and other administrative documents for and within the department. Schedule interviews with potential new staff members. Operate in OKCorral, Banner, and PageUp systems, as needed. Maintain accurate records of quarterly, biannual, and annual training for each member of this department and notify supervisors and personnel of upcoming Training Requirements. Track hard hat expirations and replace as needed. Process Travel Requests and travel reimbursement support.

Maintain physical project Job Boards for use by In-House and CPMs. Replace and clean boards as needed. Accept and process mail for CCS and In-House Construction. Notify Work Control of any maintenance issue noticed within and around the FMA building. Order office supplies, cards, keys, and Personal Protection Equipment as needed.

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

Required Qualifications

• High School/GED (degree must be conferred on or before the agreed-upon start date)
• Five years of administrative experience, including experience operating personal computers and knowledge of word processing systems; experience dealing effectively with people over the telephone and in person.

  Experience and specific skills to operate personal computers and knowledge of Microsoft Word, Excel, Outlook, and File Manager.

• Certifications, Registrations, and/or Licenses:

  Notary Public upon hire or within 3 months.

  
  

  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.

• Skills, Proficiencies, and/or Knowledge:

  Good written and verbal communication skills. Good administrative, financial, and workplace organizational skills. Ability to learn, use, and interact with AiM, OKCorral, PageUp, and other pertinent OSU computer systems. Ability to work independently without supervision.

  
  
  

Tagged as: Employment