"Theatre Arts - Administrative Assistant II"

Job Details

Position Classification: Regular, full-time, hourly, non-exempt and benefit-eligible staff position. For more benefit information visit Why Work at UCO?

The hourly rate is $15.00 which translates to $31,200.00 per year.

General Work Schedule: Position typically works Monday-Friday from 8am-5pm in-office at UCO’s main campus in Edmond, Oklahoma.

Position Summary: Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.

College/Department Overview: The College of Fine Arts and Design is a center of excellence for the arts and design and innovation for improving and promoting arts education. Founded in 2001, the college combines the experience of Oklahoma's oldest public educational institution with groundbreaking thinking about the role of the arts in the 21st century. The College of Fine Arts and Design nurtures leadership qualities in students, thus expanding the scope and qualities of their career opportunities. The institution's emphasis is on student-centered education. This commitment to excellence provides students the opportunity to interact and work closely with our more than 100 outstanding full and part-time faculty members who are dedicated to developing the artist, scholar, creative professional, educator, citizen, and leader as a whole. With more than 200 performing and visual arts events every year, the college provides students from a variety of academic disciplines and programs to come together to view exhibits, attend special events, experience performances, take classes and discuss their work, and ultimately learn to both specialize and think from a global perspective. The College of Fine Arts and Design currently has six academic units, the Department of Art, Department of Dance, Department of Design, Department of Theatre Arts, School of Music, and the Academy of Contemporary Music, and specialized accreditations from the National Association of Schools of Music (NASM), National Association of Schools of Art and Design (NASAD) and the Council for Interior Design Accreditation (CIDA), specialized accreditations from the National Association of Schools of Theatre (NAST). For further information see our website http://www.uco.edu/cfad

Duties and Responsibilities: The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. 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.

• Advises department chairperson and faculty on processes, procedures, and services. Communicates and assists students, faculty, and administrators on university policy matters.
• Initiates and handles correspondence relating to a department or program.
• Oversee the daily operations of the office which may include supervising support staff and students and conducting necessary office training.
• May make contacts of a sensitive, complex, and confidential nature.
• Gathers information and prepares various reports, correspondence, and memorandums: researches and resolves issues.
• Prepares purchase requisitions and tracks the payment of invoices.
• Prepare special or confidential reports. Edits departmental reports and documents.
• Responsible for managing calendars and appointments; event and meeting planning, and assisting with special events, projects, or surveys.
• Works closely with the departmental chairperson and CFAD Office of the Dean in the processing of annual departmental tenure and promotion materials.
• Assumes responsibility for small and large projects and oversees such projects through to completion.
• Maintains files and appointments calendars. Maintains departmental share drives.
• Assists in the preparation and maintenance of the departmental budget. Manages operation budgets for the department. Manages P-Card (university-issued credit cards) statements for those who have P-Cards.
• Responsible for purchases, creating requisitions, and invoices.
• May be responsible for creating online job requisitions for employment and Request for Support Staff/Professional Changes (RSP) forms for employee changes.
• Greets and screens visitors and phone calls; relays messages responds or takes necessary action or refers to the appropriate person for resolution.
• Attend meetings and takes notes.
• Orders and maintains an inventory of supplies and equipment.
• Performs other related duties as assigned.

Qualifications/Experience Required: Requires general education or vocational training and 3+ years relevant experience in the chosen field or equivalent combination of education and experience.

Qualifications/Experience Preferred: Bachelor’s degree. Experience in a higher education environment. Current UCO administrative experience.

Knowledge Skills and Abilities: Knowledge of University requisitioning and purchasing procedures. Willingness to become a notary. Knowledge of office procedures and practices. Must be computer literate in the use of relevant software applications (word processing, spreadsheets, database management.) Excellent telephone etiquette, communication (written and oral), organizational, and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multitask. Attention to detail. Demonstrate a professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well while under constant interruption. Must be self-motivated. Ability to listen and synthesize directives. Strong supervisory skills. Ability to work independently with limited supervision.

Will this employee supervise others? This position may supervise others.

Physical Demands: Reasonable accommodation (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.