Position Information (Default Section)Posting Number Staff0403126
Classification Title Staff 5 Working Title Administrative Assistant, Students Connecting with Mentors Datatel Position ID VPSS5SMSASST1A Annual Hours 2080 Placement Range $15.07 - $18.84 Position Type Regular Job Category Non-Exempt General Description
The Administrative Assistant, Students Connecting with Mentors is responsible for performing a variety of duties for the Director. Duties include, but are not limited to, the following: data entry; records maintenance; mail distribution, accurately routing telephone calls and providing excellent customer service to internal and external guests. The position requires the individual to be personable, able to work independently, follow directions accurately, and meet deadlines. Also, the individual serves as a resource for participants in the program for Campus and Community resources.
Reports To Director, Students Connecting with Mentors for Success What position(s) reports to this position?
Successful completion of some college coursework.
Two (2) years full-time experience in an office environment.
Required Knowledge, Skills & Abilities
Positive human relations skills.
Advanced skills related to the Microsoft Office Suite: Excel- ability to adjust column and row size, font, data sort, highlighting, alignment, grid lines, wrap text, freeze pane, adjust for print and insert mathematical formulas.
Word – Font adjustments, paragraph functions, page set up functions, find and replace feature, spelling and grammar check.
Outlook – Create and send meeting requests, use internal address book to locate employee email addresses, adjust reading view for mail and calendar, search for previously received emails by person and topic.
PowerPoint – Use template, paragraph and font functions, insert new slide, adjust the theme, insert and arrange images, illustrations and text fields, adjust slide transitions, spell check, print as slides or handout in color, grey scale or black and white.
Physical Demands/Working Conditions
1. GENERAL PHYSICAL REQUIREMENTS: Light work: The person in this position may occasionally exert up to 20 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects.
2. PHYSICAL ACTIVITIES: This position requires the person to frequently communicate with and listen to administration, faculty, staff, students, mentors, and others to perform the essential functions of the position. Must be able to exchange accurate information in various situations.
This position requires the person to frequently move about the office and the OCCC campus to perform the essential functions of the position.
This position requires the person to frequently remain in a standing and stationary position.
This position requires the person to frequently operate a computer and other office equipment to perform the essential functions of the position.
This position requires the person to frequently operate equipment that involves repetitive motions of hands and wrists.
This position requires the person to frequently position self to access materials that may be above head or at ground level.
This position requires the person to use upper and lower body to exert force up to 20 pounds to grasp, lift, push, pull, and/or move materials or equipment.
This position requires the person to frequently position self to access, work on or operate equipment or materials; or to assist students and mentors.
This position requires the person to perceive attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
3. VISUAL ACUITY: This position requires the person to judge, observe and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.
4. WORKING CONDITIONS: This position performs the essential functions in an indoor, office setting.
This position has been identified as having significant responsibility for student and campus activities. The individual holding this position is designated as a Campus Security Authority (CSA). CSAs are required to report crimes they become aware of to the Reporting Structure at Oklahoma City Community College. Annual CSA training is required for individuals holding this position.
8:00 a.m. – 5:00 p.m. Monday through Friday
Additional hours may be required during the week and on weekends.
Department Connecting with Mentors for Success Job Open Date 08/23/2023 Job Close Date Open Until Filled No HR Contact Beth Holmes Special Instructions to Applicants
Applicants are to thoroughly complete the online application and attach the following required documents: resume and transcript conferring completion of some college coursework.
Applicants who do not attach the required documents will not be considered for the position.
For application assistance or questions, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM.
Job Duties (Position Specific)
(The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
Job Duties (Duties Assignment Statement)
Serve as receptionist for the office of the Director, Students Connecting with Mentors for Success: answer telephones, greet, screen, track and announce visitors, and redirect individuals who can be better served by another office. Record complete and accurate telephone messages.
Work with the Director to prepare office documents as needed, including, but not limited to, databases on mentee and mentor contact information, mentor background checks, training and event attendance, and survey data.
Aid in the coordination of regular meetings and special events, working closely with internal and external constituencies such as food service personnel, facilities, and IT personnel.
Assist with projects which require gathering data, assembling information, and organizing material for review. This work includes, but is not limited to, matching students with mentors, training programs, focus groups and recruitment of students and mentors.
Create requisitions for purchasing, maintain accurate records of requisitions and purchase orders for budgetary purposes.
Maintain office supplies and operational forms necessary to ensure the effective functioning of the department.
Sort and distribute mail, deliver, and retrieve print materials, retrieve supplies in the bookstore, reserve room for various receptions and events, establish and maintain filing system.
Perform other duties as assigned.
Job Duties (Safety / Policy & Procedures)
Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.
Contribute to a safe educational & working environment.
Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.
Complete quarterly health and safety training pursuant to OCCC's established safety and health procedures and practices.
Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.
This position has been identified as having significant responsibility for student and campus activities. The individual holding this position is designated as a Campus Security Authority (CSA). CSAs are required to report crimes they become aware of to the Reporting Structure at Oklahoma City Community College. Annual CSA training is required for individuals holding this position.Supplemental Questions
Required fields are indicated with an asterisk ().
(Open Ended Question)