Job Description

Job Title:  COLLEGE OF EDUCATION AND PSYCHOLOGY (CEP) ADMINISTRATIVE ASSISTANT

Job Code:  4503

Department:  EDUCATION, PSYCHOLOGY, and KINESIOLOGY

Reports To:  Education, Psychology, and Kinesiology Department Chairs

FLSA:  Non-Exempt

SUMMARY:

The CEP Administrative Assistant serves in the capacity of the administrative assistant/secretary for the departments of Education, Psychology and Kinesiology. The CEP Administrative Assistant is also responsible for the official submission of the department class schedules, purchases, and social media updates as well as scheduling and supervising student workers.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Will act as receptionist/personal administrative assistant for the department chairs and department offices.

Will input the departments course schedules and make changes as needed.

Will be responsible for generating and processing part-time faculty contracts for the departments.

Will be responsible for collecting all syllabi and office hours for the education department classes.

Will process the department mail daily as well as all department forms including printing, making copies, creating electronic files, shredding documents, and disseminating information to department faculty and students.

Will be responsible for purchasing and maintaining office supplies and equipment for department, making room reservations for special meetings, helping prepare materials and swag for various functions.

Will be responsible for preparing and submitting the travel claims and expense reimbursements for the education faculty, part-time faculty, and the student teachers' supervisors.

Will be responsible for maintaining the department budget and pro card, i.e. balancing the monthly accounts and preparing monthly reports.

Will be responsible for tracking and maintaining department inventories.

Will be responsible for hiring and supervising student workers for the college as well as maintaining a budget and record of student worker hours.

Will be responsible for general building environment including reporting of maintenance or custodial needs, i.e., climate control, repairs, cleaning.

Will be responsible for distributing and collecting the monthly sick leave for departments.

Will be responsible for maintaining the department monitor system and posting of information and events in building and social media.

Will assist in event planning and set-up for the college such as recruitment events, student conferences, lectureships, faculty meetings, professional development offerings, etc.

Will assist and/or perform other additional tasks related to department needs.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

High School diploma required. Bachelor's degree (B. A. or B.S.) from four-year college or university, preferred.

OTHER SKILLS AND ABILITIES:

Computer knowledge (Google documents and Microsoft products preferred), typing, effective communication skills (written, verbal, and digital), organizational skills, secure computational skills, ability to work under pressure and multi-task. Must possess a consistent positive attitude.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is regularly required to walk as well as lift less than 50 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. 

TO APPLY:Applications should consist of (1) a detailed cover letter addressing the expectations of the position; (2) a current resume/curriculum vitae; (3) a list of three professional references with complete contact information and a notation describing the work relationship with each; (4) unofficial transcripts from all degrees; and (5) a completed   *Disclosure Statement. (Official transcripts are required upon hiring.)

Applications should be sent electronically to Employment Services at es@ecok.edu. Application review will begin immediately and continue until the position is filled. For more information about ECU, visit our website at http://www.ecok.edu.

***Please do not include a full Social Security Number on documents. Please provide only the last four (4) digits. We may never receive your information if a full Social Security Number is listed on any document. Our email system will reject emails if it detects a full Social Security Number, therefore Employment Services will not receive your information. ***

East Central University, in compliance with all applicable Federal and State laws and regulations, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, sexual orientation, genetic information, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admission, employment, financial aid, and educational services. The following person has been designated to handle inquiries regarding the non-discrimination policies: Employment Services Director, 1100 E. 14th St., Admin. 160, Ada, OK 74820, (580) 559-5260.

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