Campus:

OSU-Stillwater

Contact Name & Email:

Kim Southworth, kim.southworth@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/hr (contingent upon available funding)

Hourly

Priority Application Date:

For full consideration, please apply by 2025-08-15. 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 reports directly to the Director of Environmental Health & Safety. There are also four program managers that may assign job duties on projects as they arise. This position is responsible for all of the administrative duties of Environmental Health & Safety. The Administrative Assistant must provide excellent customer services and clerical support to department staff, use computer programs including, but not limited to, OSU Banner Systems, AIRS, OKCorral, Microsoft Word, Excel, PowerPoint and Outlook to assist in the administrative duties of the office, route mail and callers, organize, maintain and update confidential filing systems, and prepare travel requests.

Maintains thorough knowledge of OSU policies and procedures and maintains all office records in line with approved policies and procedures. Provides assistance with an array of departmental reports and publications.

Responsible for department financial activities including monthly budget projections, reconciliation of accounts through Banner and reports, accounts receivable/payable, requisitions, contracts, and revenue/expenditure transactions using OK Corral, P-Card, CVI, and Facilities Management AIM. Responsible for maintaining records of all EHS asset and processing fixed asset disposal, transfer, and addition forms.

Required Qualifications:

• High School/GED (degree must be conferred on or before agreed upon start date)
• Five years of related administrative experience.  Post-secondary education may substitute for years of required experience. 

Skills, Proficiencies, and/or Knowledge:

• Excellent customer service skills
• Strong organizational skills
• Proficient knowledge of Microsoft Office programs (Word, Excel, PowerPoint, Outlook)
• Takes initiative
• Develop processes: suggest process improvements
• Good oral and written communications
• Attention to detail and accuracy/follow-up
• Maintain confidentiality
• Ability to effectively interact with people
• Knowledge of standard office administrative practices and procedures
• Ability to remain calm and to take proper actions under emergency conditions

Preferred Qualifications:

• Associate's Business, Finance, Management, Communications, or related field
• Five years of administrative experience with supervisory responsibilities.

Certifications, Registrations, and/or Licenses: OSU Leadership Programs.