Administrative Assistant for the School of Education

OKLAHOMA BAPTIST UNIVERSITY

Position Description

Title:

Administrative Assistant for
the
School of Education

Department:

Henry F McCabe School of
Education

Purpose:

The Administrative Assistant for the School of Education supports the Chair, faculty and teacher education leadership team in the
administrative operations, functions and procedures of the School of Education. The Administrative Assistant engages regularly with
students, prospective students, faculty, school partners, and community members while providing a welcoming, professional, and
service-oriented presence within the School of Education.

General Administrative Assistant Roles and Responsibilities

• Manage office workflow and information flow related to the School of Education Chair, faculty, and leadership team.
• Coordinate
  calendars, appointments, meetings, and special events for School of

Education personnel.

• Prepare and distribute
  correspondence, reports, agendas, minutes, mail, and official documents in a professional, accurate, and timely manner.
• Maintain
  accurate filing systems, records, and divisional documentation including personnel records, meeting minutes, reports, and other essential
  office materials.
• Provide administrative support in conjunction with Human Resources for personnel files, faculty and adjunct
  contracts, personnel recommendations, faculty interviews, and onboarding processes.
• Coordinate incoming faculty and assist with
  hiring and departmental onboarding procedures.
• Assist with faculty load reports for full-time and adjunct faculty.
• Ensure accuracy of course schedules and classroom assignments within the Student

Information System.

• Assist with
  divisional budgets, budget reporting, purchasing, reimbursements, check requests, and tracking of budgeted funds according to university
  procedures.
• Maintain inventory of office equipment, instructional resources, office supplies, and facility needs while ensuring
  working functionality of office equipment.

OBU Mission Statement

OBU transforms lives by equipping students to
pursue academic excellence, integrate faith with all areas of knowledge, engage a diverse world, and live worthy of the high calling of God
in Christ.

Expectations for all Employees

Oklahoma Baptist University achieves its mission through a shared
commitment to the following expectations. All employees must embrace these expectations and model them in their behavior.

• Demonstrate commitment to the essentials of the Christian faith.
• Commit to the mission and vision of Oklahoma Baptist University.
• Treat people with dignity and respect.
• Build relationships on honesty, integrity, and trust.
• Strive for
  excellence through teamwork, leadership, and a strong work ethic.
• Manage human and financial resources wisely and efficiently.
• Assist with building access requests, technology coordination, and facility-related concerns.
• Assist with technology
  troubleshooting as appropriate.
• Schedule and supervise student workers assigned to the School of Education office.
• Welcome visitors, answer inquiries, and provide support to students, faculty, school partners, and community members.
• Assist with
  Board of Trustee reports, annual reports, and special administrative projects.
• Perform other duties as assigned.

Teacher Education-Specific Roles and Responsibilities

• Support data collection, organization, and reporting processes
  related to teacher education quality assurance systems.
• Coordinate applications to the Teacher Education program.
• Coordinate education scholarship applications and assist with scholarship tracking and reporting.
• Help coordinate documentation
  and communication for Teacher Education Committee meetings, Education Advisory Board meetings, accreditation-related committees, and
  divisional meetings.
• Support management of databases and reporting systems associated with the OBU

Intranet and state
agencies.

• Assist with tracking scholarship allocations, stipend paperwork, grants, and state-funded initiatives related to teacher
  education (such as Inspired to Teach Scholarship, TSEIP, and more).
• Assist with teacher education recruitment activities,
  enrollment events, and prospective student communication.
• Support recruiting initiatives and assist with upkeep of the School of
  Education social media presence.
• Coordinate communication related to Teacher Education initiatives, scholarships, grants, and
  recruitment programs.
• Oversee planning and coordination of special events hosted by the School of Education including an
  Induction Ceremony, Awards Ceremonies, the Crash Course in Teaching

Conference (summer), Discover Teaching (fall), receptions,
mentor teacher trainings, and professional development activities.

• Coordinate annual education recognition ceremonies and special
  programs.
• Support communication and relationship management with school districts, mentor teachers, and educational partners.

Knowledge and Skills Required

• Strong organizational, time management, and multitasking skills with the ability to
  prioritize multiple responsibilities.
• Ability to organize, direct, manage, and delegate tasks as needed to ensure completion of

School of Education operations.

• Self-motivated with the ability to creatively solve challenges and adapt to changing
  priorities.
• Excellent written and verbal communication skills with strong follow-up and interpersonal skills.
• Ability
  to establish and maintain effective and collaborative working relationships with faculty, staff, students, and external partners.
• Ability to maintain confidentiality and professionalism in all areas of responsibility.
• Strong attention to detail,
  organizational efficiency, and accuracy.
• Ability to work quickly and efficiently while managing multiple deadlines and
  responsibilities.
• Ability to adjust priorities based on the needs of the School of Education.
• Proficiency in Microsoft
  Office programs including Word, Excel, Outlook, and

PowerPoint.

• Proficiency in creating and maintaining spreadsheets,
  reports, databases, and digital filing systems.
• Ability to work independently while also functioning effectively as part of a
  highly collaborative team environment.

Education:

Required: High school diploma or equivalent required.

Preferred: Bachelor’s degree preferred.

Experience:

• Required: Proficiency in Microsoft Excel,
  including creating and maintaining complex spreadsheets.
• Preferred:
• Administrative office experience preferred.
• Administrative experience in an academic or higher education setting preferred.
• Experience in teacher education,
  accreditation, school partnerships, or educational program support preferred.

Equipment:

• Proficiency in
  Microsoft Excel, including creating and maintaining complex spreadsheets.

Special Requirements:

*
Must be a member of a local evangelical* Christian church.

• Evangelical is a broad term referring to segment within Christianity
  which maintains the authority of the Bible and the belief in salvation by faith in Jesus alone.
• Please apply using the link for
  “Support Staff Applications” on the OBU website at: https://www.okbu.edu/hr/jobs.html

OB

U Benefits Summary:

OBU understands
that our employees are our most valuable assets when fulfilling our mission. We strive to offer an extensive array of benefits and
opportunities for employees to choose from. Full- time employees benefit from the generous OBU provision of premium contributions for
nationwide family-friendly Health and Dental coverages along with free life insurance that includes accidental death and dismemberment equal
to an employee’s base salary. OBU provides access to optional employee-paid ancillary benefits like vision, hospitalization, critical
illness, accident, additional employee-paid family life insurance coverages, and education benefits at OBU and other institutions of higher
education. There is generous paid time off that includes annual granted vacation time, accrued sick leave, six annual holidays, and
week-long breaks for
Thanksgiving and Christmas that include energy conservation days. For all employees working at least half-time,
there is an employer matching opportunity for retirement investments in a 403(b)(
9) plan administered by Guide Stone. There are numerous
other perks and opportunities for OBU employees including FREE family membership to the OBU Recreation and Wellness
Center or RAWC,
Global outreach university mission trips, cafeteria discounts, and parking privileges to name a few. For more information about the current
OBU employee benefits and opportunities, please contact the Human Resources staff at HR@okbu.edu.

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