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May 15, 2024 in

Agriculture Department

Location 200 I ST NE, Miami, OK
Job Status Full-time
FLSA Status Non-Exempt
Reports To Department Chair for Agriculture
Grade/Level Classified
Amount of Travel N/A
Work Schedule 40 hrs. week, M-F
Position Supervised Student workers

Job Description

POSITION SUMMARY

The Administrative Assistant will be responsible for the daily operations of buildings on campus, with additional duties under the Department Chair to which they report. These additional duties for each Administrative Assistant will be submitted in a detailed addendum to follow.

ESSENTIAL FUNCTIONS

  • Serves as receptionist for building and department chair
  • Assists department chair in preparing reports, correspondence, and other documents
  • Assist with creating purchase orders (PO) and tracking Ag funds
  • Available to assist students when faculty are in class or not in their offices
  • Coordinates student feedback/learning environment surveys, distributes, and collects course selection forms, distributes/collects documents for school
  • Assists with student worker process
  • Prepares and submits adjunct faculty/overload spreadsheet to Vice President of Academic Affairs Administrative Assistant
  • Prepares personnel action forms/documents for hiring
  • Handles confidential paperwork such as faculty evaluations (copy, file, etc.)
  • Maintains record of faculty absences; prepares faculty leave report for HR
  • Notifies students and ETC when faculty use sick leave
  • Oversees maintenance of office equipment and supplies
  • Submits maintenance requests for building
  • Assists with scheduling rooms in building for use by outside groups
  • Helps with security for computer labs and/or buildings
  • Delivers and retrieves mail and interoffice paperwork to/from appropriate parties
  • Maintains copies of requisitions, travel requests, interoffice memoranda and correspondence and other documents
  • Assists in organization and implementation of various special days (History Day, Aggie Day, Math Day, Business Day, etc.)
  • Sends emails, makes phone calls as requested
  • Makes copies
  • Prepares documents such as spreadsheets & word documents
  • Maintains student files
  • Maintains office supplies at an acceptable level
  • Assists in mailing and compiling recruiting materials for potential students
  • Maintains current supplies of recruiting materials and assist in recruiting efforts to maximize success of Department
  • Performs additional duties as assigned by department chair

POSITION QUALIFICATIONS

  • High School Graduate or General Education Degree (GED)
  • One to two years related experience
  • General computer skills

OTHER REQUIREMENTS

AGRICULTURE

Addendum to the

Administrative Assistant

Job Description

  • Assists stalling barn supervisor
  • Maintain current and organized records of stalling barn occupants
  • Receive and maintain current copies of horse health papers and Coggins reports
  • Coordinate stalling assignments
  • Manage stalling barn rental procedures
  • Communicate student expenses incurred to Business Office
  • Maintains current spreadsheet of College Farm budgets
  • Assist with scheduling and implementation of various events/functions at Indoor Arena
  • Maintains current database of Agriculture department alumni
  • Assist with mailings to Agriculture department alumni
  • Works with Business Office in deposit of livestock checks
  • Assist with preparing Livestock Inventory report
  • Assist with Ag Banquet, Alumni/Recruiting Rodeo, Rodeo Miami, PI Speech Contest, Senior Day
  • Assists with paperwork associated with Livestock, Horse Judging, and Rodeo teams

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.

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