Campus

OSU-Stillwater

Contact Name & Email

James Smay, jim.smay@okstate.edu

Work Schedule

Monday through Friday, 8:00am-5:00pm

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$18.75 - $24.76

Priority Application Date

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 College of Engineering, Architecture and Technology (CEAT) at Oklahoma State University seeks motivated individuals to apply for the role of Administrative Associate in the School of Materials, Mechatronics and Manufacturing Engineering (MMME). The Administrative Associate works directly with the School Head to ensure effective operation throughout MMME and is integral in supporting various committees and faculty-related tasks.

The Administrative Associate oversees the main office and directly supervises administrative staff and students within the department. They will be actively involved in managing administrative responsibilities, coordinating events and meetings, and providing essential support to the School Head, faculty and students. This position serves as a resource for the department, and provides guidance on departmental, college, and university policy and procedures.

Primary responsibilities of the Administrative Associate include coordinating personnel processes, timesheet approvals, and basic payroll adjustments for the department. They will collect, maintain, and prepare documentation for ABET accreditation, departmental review, and faculty reappointment and promotion (RPT) activities. In addition, they will arrange committee meetings and organize other departmental functions. Special projects will be assigned by the School Head as needs arise. The Administrative Associate will be expected to manage projects independently, delegate work as appropriate, and complete assignments with minimal direct supervision.

If you are a detail-oriented, proactive professional with excellent critical thinking skills, a growth mindset, and passion for supporting educational initiatives, we encourage you to apply.

Required Qualifications

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

• Seven (7) years of prior successful work experience. Post-secondary education may substitute for years of required experience. 

• Skills, Proficiencies, and/or Knowledge:

  A self-motivated individual with a strong service attitude and the ability to interact with 
  faculty, staff, students, alumni and advisory boards members in a professional manner.

  Ability to think critically in order to succeed in a busy environment with frequent interruptions. 
  Strong organization skills and ability to prioritize tasks and meet strict deadlines.

  Strong verbal and written communications skills. Ability to maintain confidentiality regarding 
  personnel, payroll and other information.

  Ability to accomplish tasks with minimal direct supervision. Experience using Microsoft
  Office software.

Preferred Qualifications

• Bachelor's

  Business Administration, Education, or related field

• Supervisory experience. Experience at OSU with knowledge of university systems, policies and procedures; or experience in a higher education environment. Experience with basic accounting principles.