Administrative Assistant

January 24, 2025 in

Academic Affairs Department

Job Description

POSITION SUMMARY

This individual must have good communication skills both written and oral. This position requires extensive computer skills (Microsoft Office which includes MS Word, Excel, Power Point, and knowledge of Access), interpersonal skills, and the ability to understand numerous policies and procedures. Good organizational skills and the ability to multi-task effectively are essential functions of this position. Many other duties and activities are supported by this position but are usually completed as day-to-day work-related projects.

ESSENTIAL FUNCTIONS

• Ability to exercise important human relations skills in establishing and maintaining effective working relations with the College community. Works closely with all campus personnel and current students in relationship to student recruitment, financial aid, testing/ assessment admissions/registrar , marketing, department chairs, and faculty;
• Maintenance of all record keeping and information for the Vice President for Academic Affairs offices. This includes all office procedures such as purchasing, travel coordination, correspondence, scheduling meetings, and maintain t racking/ filing systems;
• Oversee all mailings / correspondence which includes maintaining accurate contact information and assistance with the production of the correspondence, electronic or traditional;
• Assist in maintaining NEO policies/ procedures in compliance with Oklahoma State Regents for Higher Education Policies as well as provide assistance in the preparation of reports for the Oklahoma State Regents for Higher Education;
• Work with Department Chairs to coordinate compensation of contracted teaching by drafting pay contracts, obtaining approval on multiple levels and reporting pay information to Human Resources for payroll processing
• Perform duties of general office work, personal contacts, and telephone communication;
• Coordinate VP for Academic Affairs calendar appointments using MS Outlook;
• Assist in event planning as directed by the VP for Academic Affairs
• Assist in coordinating travel arrangements and travel claims within Academic Affairs;
• Oversee the maintenance of office equipment and supplies;
• Record and store minutes for various meetings as requested;
• Supervise student workers in the execution of general office tasks;
• On occasion provide secretarial coverage for the President’s office in the absence of his secretary;
• Other duties as assigned by the Vice President of Academic Affairs

POSITION QUALIFICATIONS

• Experience: A minimum of 2 years’ experience in a professional office setting is required.
• Computer Skills
• Extensive computer skills (Microsoft Office which includes MS Word, Excel, Power Point, and knowledge of Access)

OTHER REQUIREMENTS

Resumes or other supplemental material cannot be substituted for any part of the application.  Application can be found online at http://www.neo.edu/employment-application. Please submit it along with your resume or mail to:  NEO A&M College, Human Resources, 200 I Street NE, Miami, OK 74354. AA/EOE

The College has reviewed this job description to ensure that essential functions and basic duties have been included.  It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described.  It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities.  Additional functions and requirements may be assigned by the supervisors as deemed appropriate.  This document does not represent a contract of employment, and the College reserves the right to change this job description and/or assign tasks for the employee to perform, as the College may deem appropriate.