Campus

OSU-Stillwater

Contact Name & Email

Michelle Brice, michelle.brice@okstate.edu

Work Schedule

Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$14.00 - $20.00

Priority Application Date

For full consideration, please apply by 2025-06-27. Resumes will be accepted until position is filled.

Special Instructions to Applicants

For full consideration, please include a resume, cover letter and contact information for three professional references.

About this Position

The Administrative Assistant serves as a key leader within the College of Engineering, Architecture and Technology (CEAT) Dean’s Office at Oklahoma State University. This role ensures professional engagement with internal and external stakeholders, manages essential administrative functions, and provides cross-departmental support. It demands exceptional organizational skills, discretion, and the ability to adapt to dynamic office needs.

This position maintains responsibility for front office management and leadership, including professional representation, event coordination, supervising and mentoring student employees, record-keeping, and daily administrative tasks such as managing multiple email accounts, mail distribution, reserving and monitoring conference rooms and meeting spaces, and processing supply orders for the Executive Administrative Associate and Dean.

As initial contact for the college, the Administrative Assistant oversees communication with faculty and staff within CEAT and across the university, as well as students and external visitors. They are responsible for knowing where to direct various inquiries and must be available for any questions students, faculty, and staff may have. The Administrative Assistant gives the first impression of the CEAT Dean’s office. It is their job to ensure this impression is positive and everlasting.

Additionally, this position provides cross-functional support to the Associate Deans and contributes to special projects for the Manager and Assistant Manager of Marketing and Communications and the Senior Manager of Administrative Operations. Such support may include assisting with scheduling, administrative tasks, coordinating meetings and events, and ensuring continuity of operations in the absence of other staff.

The Administrative Assistant is cross-trained to serve as back-up for the Executive Administrative Associate to the Dean. In the absence of the Executive Administrative Associate, the Administrative Assistant acts as the liaison between the Dean’s office and various departments, facilitating communication on behalf of the CEAT Dean’s office. In this role, they would need to make decisions on behalf of the Executive Administrative Associate and Dean to maintain office workflow.

Required Qualifications

• High School/GED (degree must be conferred on or before agreed upon start date)

• Five years of experience in customer service, office supervision and receptionist duties with multi phone line experience. Post-secondary education may substitute for years of required experience.

• Skills, Proficiencies, and/or Knowledge:

  Excellent interpersonal and communication skills. High level of organization and attention to detail. Ability to work both independently and collaboratively in a team environment. Ability to work and succeed under pressure from deadlines. Ability to exercise independent judgment and discretion to make quick decisions without waiting for advice from supervisor. Ability to handle sensitive information and maintain strict confidentiality.
  
  Familiarity with common software, including Microsoft Office, financial software, and databases.

Preferred Qualifications

• Vocational/Technical Business Operations
• Five years of administrative assistant support in a college or higher education setting. Working experience with students and faculty. Understanding and use of OSU/Banner systems.