Campus

LANGSTON

Contact Name & Email

Nika Wilson, luhumanresources@langston.edu

Work Schedule

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

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$34,000 - $39,000

Commensurate with education and experience

Priority Application Date

While applications will be accepted until a successful candidate has been hired, interested parties are encouraged to submit their materials by to ensure full consideration.

Special Instructions to Applicants

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

About this Position

This position plays a key role in supporting the daily operations of the Office of the President. The Administrative Support Specialist ensures the smooth functioning of the office by providing professional administrative assistance and serving as a key resource to internal and external stakeholders. This role is responsible for opening the office each day, greeting and directing visitors, and coordinating general office functions.

The position requires a high level of discretion and professionalism in handling sensitive and confidential information related to Human Resources, Fiscal, and University Business Operations.

Duties and Responsibilities:

• Open and prepare the office each morning and maintain a welcoming, organized and efficient environment.
• Serve as the first point of contact for visitors, students, faculty, staff and external stakeholders, providing courteous and professional service.
• Prepare and maintain the conference room for all meetings conducted within the Office of the President, ensuring it is organized, always equipped and presentable.
• Provide supervision and guidance to student employees assigned to the Office of the President, including managing their work schedules and approving electronic timesheet.
• Process and distribute incoming mail by collecting, opening, sorting and routing it appropriately.
• Maintain supply inventory, including but not limited to nameplates, branded materials, and other office supplies; place orders as needed.
• Processing invoices and managing procurement activities.
• Outgoing mail.
• Coordinate equipment service requests.
• Submit work orders for room usage within the building, including requests for cleaning, room set-up and takedown, and necessary repairs.
• Reconcile purchasing documents and maintaining accurate records for auditing and tracking purposes.
• Assist with catering orders.
• File and maintain a comprehensive filing system for both active and inactive documents.
• Retrieve and provide requested information from files to support staff within the Office of the President.
• Prepare welcome materials.
• Prepare invite letters.
• Prepare credential packages.
• Assist with special projects assigned by the supervisor, including collecting data for reports, drafting correspondence and preparing presentations or publications as needed.
• Perform additional duties as assigned to support the overall operations and objectives of the Office of the President.

Required Qualifications

• Bachelor's
  • Bachelor’s degree from an accredited institution
  (degree must be conferred on or before agreed upon start date)
  • Candidates must have relevant, extended experience related to office management within the last five years of employment for full consideration
  • At least five years of experience as an administrative assistant, administrative specialist, office manager, or related position

Skills, Proficiencies, and/or Knowledge:

• Strong organizational, communication, and interpersonal skills
• Ability to work effectively in a diverse community serving students, faculty, administrators, and external stakeholders such as alumni, legislators, vendors, and state and federal agencies
• Ability to work well under pressure, manage multiple projects simultaneously, and meet deadlines
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Adobe, etc.)

Preferred Qualifications

• Experience with the SciQuest/OK Corral procurement platform
• Prior administrative experience in a higher education or executive-level office
• Demonstrated ability to work with sensitive or confidential materials in a professional setting