Assistant to the Vice President for Human Resources

Assistant to the Vice President for Human Resources

Company:
Oklahoma City Community College

Job Location:

Category:
Executive Assistants

Type:
Full-Time

Posting Number: Staff_0403488

Classification Title: Staff

Datatel Position ID: VPHR3ASTVPHR1A

Annual Hours: 2080 Hours

Placement Range: $42,012 - $47,264

Position Type: Regular

Job Category: Exempt

General Description

The Administrative Coordinator serves as a key member of the Office of Human Resources, providing high-level support to the Vice President of Human Resources and overseeing a range of critical administrative functions. Responsibilities include departmental budget coordination, milestone recognition planning, internal document preparation, and logistical support for HR-sponsored campus events. This role requires sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced and highly visible environment.

Reports To: Vice President for Human Resources

What position(s) reports to this position?
None

Minimum Education/Experience

Associate's degree in Business, Human Resources, Communications, or a closely related field.

Minimum (2) years of progressively responsible administrative support experience in a professional office setting.

Equivalency/Substitution: Minimum (4) years of directly related experience may be substituted in lieu of a degree.

Required Knowledge, Skills & Abilities

Knowledge:
Microsoft Office Suite, with advanced proficiency in Word, Excel, and Outlook.

Budget coordination, requisitions, and PCard reconciliation.

Event planning and milestone recognition coordination.

Experience using administrative or HR systems for scheduling, budgeting, or records management is preferred.

Skills:
Using word processing, spreadsheets, PowerPoint, email and calendaring systems

Written communication, formatting, and internal documentation.

Calendar and meeting coordination for senior leaders.

Abilities:
Be reliable and punctual

Pay attention to details

Work both independently and cooperatively with others

Ability to prioritize and manage multiple assignments with accuracy and timeliness.

Ability to be professional in demeanor, use discretion, and professional judgment.

Experience using administrative or HR systems for scheduling, budgeting, or records management is preferred.

Physical Demands/Working Conditions

PHYSICAL/MENTAL DEMANDS AND WORKING CONDITIONS:
The work is light work which requires the person in this position to occasionally exert up to 20 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects. Additionally, the following physical abilities are required:

This position requires the person to frequently move about the College's various locations to perform the essential functions of the position.

This position requires the person to frequently communicate with and listen to internal and external constituents to perform the essential functions of the position; must be able to exchange accurate information in various situations.

This position requires the person to operate a computer; other office machinery and mobile devices to prepare reports and documents.

This position requires the person to occasionally use upper and lower body to exert force up to 20 pounds to push, pull and/or lift materials or equipment.

This position requires the person to judge, observe, and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.

Work is performed in an indoor, office setting.

Work is performed in a safe and secure work environment that may periodically have unpredictable requirements or demands.

Work is performed during office hours.

Preferred Qualifications

• Bachelor's degree in a related field.
• Previous work experience supporting an executive or senior-level leader.
• Previous work experience in higher education or the public sector.
• Previous work experience coordinating departmental budgets and campus events.

Required Training
Quarterly compliance training as assigned by institution

Work Hours: Monday through Friday; 8:00am to 5:00pm

Department: VP Human Resources

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: cover letter, resume and transcript conferring highest degree.

Applicants who do not attach the required documents will not be considered for the position.

For application assistance, 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)

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Job Duties (Duties Assignment Statement)

• Provide proactive administrative support to the Vice President of Human Resources, including managing calendars, preparing materials, and tracking action items and deadlines.
• Coordinate the Human Resources department's operating budget, including requisition processing, PCard reconciliation, expense tracking, and reporting.
• Plan and coordinate the college's employee milestone recognition efforts, including tracking eligibility, preparing awards, and supporting recognition events.
• Prepare, edit, and format internal correspondence, documents, reports, and presentation materials for meetings and institutional initiatives.
• Coordinate logistics for HR-sponsored campus events, including submitting Dining Services, Facilities, and Marketing requests, managing timelines, and supporting day-of execution.
• Monitor office priorities and serve as a central point of contact for routine communication and task coordination across HR functions.
• Establish and maintain organized electronic filing systems to ensure timely access to departmental records and documentation.
• Assist with the development and implementation of administrative processes to support departmental efficiency and operational consistency.
• Support special projects and assigned initiatives on behalf of the Vice President of Human Resources, including gathering data, tracking progress, and coordinating deliverables.
• Collaborate with departmental teams on shared projects or initiatives, as directed.
• Perform other administrative responsibilities in support of the department's strategic and operational goals, as assigned by the Vice President.

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.

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