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OKLAHOMA BAPTIST UNIVERSITY

Position Description

Administrative Assistant

Department: Division of Language and Literature

Overview

The Administrative Assistant for the Division of Language and Literature provides secretarial

support for the divisional chair and division faculty by managing the workflow of daily office

functions. This is a regular, part-time (28 hours per week) role.

Job Role and Responsibility

Maintain records of correspondence, documents, meetings, and phone messages

Greet visitors and callers, referring them to others as necessary

Purchase divisional office and classroom supply needs

Coordinate and manage course data in campus information system

Create and analyze reports containing student data from campus information system

while abiding by FERPA standards

Maintain consistency of catalog information with course offerings and division details

Create and disseminate informational materials for courses and division events

Assist with logistical planning for special events such as OBU Visiting Writer Seminars

and Lamppost Literary Conference; adapt work schedule to assist with hosting events

Organize division meetings and events with faculty and students

Take minutes at division meetings

Communicate with prospective and current students about writing opportunities,

events, and internship and job opportunities

Communicate with campus services about office or classroom needs as assigned

OBU Mission Statement

OBU transforms lives by equipping students to pursue academic excellence, integrate faith with all

areas of knowledge, engage a diverse world, and live worthy of the high calling of God in Christ.

Core Commitments

Oklahoma Baptist University achieves its mission through a shared commitment to the following

expectations. All employees are expected to embrace these expectations and to model them in their

behavior.

Commitment to the essentials of the Christian faith

Commitment to the vision and mission of Oklahoma Baptist University

Commitment to active membership in a local evangelical church

People are treated with dignity and respect

Relationships are built on honesty, integrity, and trust

Excellence is achieved through teamwork, leadership, and a strong work ethic

Oversee communication and payroll for division student workers

Maintain records for full-time faculty load and adjunct professors each semester

Assist with editing and publishing external communications from the Division such as

alumni newsletter and social media

Maintain a clean, visually appealing, and welcoming atmosphere in the Divisions public

and shared spaces

Other duties as assigned

Knowledge And Skills Required

Able to provide clear communication and patience with all stakeholders, with

exceptional follow-up skills for closing communication loops

Able to establish and maintain effective working relationships with others

Able be highly organized and focused with the capacity to be flexible when priorities

suddenly change

Possess high standards of conduct, appearance, and attitude

As a self-starter, able to work alone with little supervision or contribute meaningfully

as part of a team

Able to think clearly and maintain composure under high pressure situations when

time is a factor

Possess strong analytical skills for problem solving

Able to preserve confidentiality of academic records, personnel records, and other

sensitive information

Able to be thorough, factual, and precise in communications

Able to pay great attention to detail

Able to proofread print and electronic materials

Possess excellent writing skills

Proficient with Microsoft Office365 applications, including Word, Excel, a nd Outlook

Qualifications, Experience And Education

Required: High school diploma or equivalent

Required: Some secretarial or office administrative experience

Required: Experience with or ability to learn software programs used by the

university, including Microsoft Office Applications (especially Word, Excel, and

Outlook), Cognos, Internet Native Banner, and Canvas

Preferred: Experience with or ability to learn software such as

Oklahoma Baptist University

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Administrative Assistant to the Division of Language and Literature