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Senior Administrative Support Specialist

  • 492869
  • Stillwater
  • ENGINEERING, ARCHITECTR & TECHNOLGY (STW)
  • Staff Full-time
  • High school diploma or equivalent
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Campus

OSU-Stillwater

Contact Name & Email

Rasim Guldiken, maehead@okstate.edu

Work Schedule

Monday through Friday, 8:00am-5:00pm with occasional evenings for special events.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$15.00 - $20.00

Priority Application Date

Resumes will be accepted until position is filled.

Special Instructions to Applicants

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

About this Position

The Senior Administrative Support Specialist supports the School of Mechanical and Aerospace Engineering (MAE) in performing administrative and clerical functions necessary for daily operations and provides diverse and efficient support to meet MAE’s goals. Serves as the face of MAE to students, faculty, and visitors to OSU. The Senior Administrative Support Specialist helps create a welcoming atmosphere and represents MAE, CEAT and OSU with professionalism and enthusiasm.

In this role, the Specialist will work with the Mechanical and Aerospace Engineering department head, and staff to:

  • Organize, logistics planning, and serve as coordinator for development and engagement events including seminars, meetings, conferences, student expositions, and symposia. Anticipated 10-15 events per academic year.
  • Organize site visits for seminar speakers, industry partners, MAE alumni, prospective students, advisory board members, and other visits as deemed necessary.
  • Organize, support, and manage MAE outreach and recruitment initiatives.
  • Serve as liaison between department and college on marketing initiatives, manage departmental social media and newsletters.
  • Provide hospitality maintenance to departmental spaces and inventory of office supplies.
  • Process departmental purchases, developing reports, and special projects such as processing of submitted manuscripts and files for MAE faculty journal editors.
  • Provide clerical support for the undergraduate and graduate programs.
  • Support faculty requests for assistance with in-person and online class setup, exam proctoring, document production and TA room scheduling.
  • Other duties as assigned.

Required Qualifications

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

Skills, Proficiencies, and/or Knowledge:

Experience using computers. Strong organizational and interpersonal skills, including written and oral communication skills. Must be service oriented and able to work with a diverse group of faculty, staff, students, and the general public. Must be professional, friendly, and welcoming to all visitors. Ability to compose professional memos and letters. Proficient in MS Office Suite (including Excel, PowerPoint, Word). Must be able to handle a variety of tasks in a busy work environment with many interruptions, including the ability to multi-task, prioritize, and manage projected deadlines. Ability to lift and carry packages up to 40 lbs in weight.

Preferred Qualifications

  • Bachelor's
  • Experience in an academic area and/or administrative office. Ability to conceptualize ideas and implement them. Strong attention to detail and the ability to create aesthetics. Experience in preparing desktop publishing, graphic design, advertising copy, and web pages/social media beneficial. Proficient in MS Office Suite, Adobe Suite and Omni

        Experience in a university setting.

Skills, Proficiencies, and/or Knowledge:

Ability to create and manage social media content. Proficiency in or ability to quickly master web content management and other programs.

 

 

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. To request an accommodation, please email eeo@okstate.edu or call 405-744-5449.

Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination. Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions. For more information, visit eeo.okstate.edu.

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