Administrative Assistant to Vice President for Fiscal Affairs

Start Date

April 2024

Listed On

March 26, 2024

Position Type

12 Month

Salary

Commensurate with qualifications and experience

Job Summary

Performs all secretarial duties for the Office of the Vice President for Fiscal Affairs and other duties as assigned. Provides general support to the Business Office performing a wide variety of administrative functions, aiding in the continuance of efficient, effective, and accurate processes, procedures, and information.

Responsibilities

  • Composes and types routine correspondence.
  • Maintains file of correspondence and other records.
  • Schedules appointments and keeps appointment calendar for supervisors, makes travel arrangements.
  • Acts as receptionist for offices, answers telephone, answers routine questions, and routes individuals or calls to appropriate offices.
  • Attends and takes minutes at meetings.
  • Processes and maintains files on Workers Compensation and Risk Management.
  • Answers general calls to the central switchboard.
  • Weigh, meter, and deliver outgoing University mail.
  • Pick up and sort incoming mail and route to the proper person or departments. For invoices and statements, open mail to determine the correct person/department. Use purchase system to route mail to the right purchaser.
  • Send and receive faxes. Distribute incoming faxes to the correct department or person while maintaining confidentiality.
  • Reorder postage supplies needed with Director of Purchasing.
  • Pick up incoming mail at the Post Office each day at 10 am. Deliver outgoing mail to the Post Office each day at 3 pm, this would require the ability to lift more than 30 pounds.
  • Facilitate and support meeting and event requests through CourseDog event scheduling.
  • Process job applications, schedule job interviews, and assist with Human Resources tasks as requested.
  • Assist the Business Office in tasks as requested.
  • Other duties as assigned.
  • Must have a strong work ethic and lead by example.
  • Must be a professional, credible and respected representative of the institution internally and in the community
  • Demonstrated willingness and ability to act ethically and socially responsible
  • Must be able to lift more than 50-lb. objects; frequent bending, stooping, and walking.
  • Can be exposed to a variety of weather conditions for periods of time.
  • Ability to communicate in a courteous manner
  • Other duties as assigned by Vice President of Fiscal Affairs or designee.

Qualifications

  • • Must be able to prioritize and plan work activities as to use time efficiently.
  • • Must be organized, accurate, thorough, and able to monitor work for quality.
  • • Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback.
  • Required: High school Diploma
  • Preferred: Bachelor’s Degree
  • Preferred: Higher Education experience

About Oklahoma Panhandle State University (OPSU): OPSU is regionally accredited by the Higher Learning Commission and is the first public Hispanic Serving Institution in Oklahoma. The university is a baccalaureate degree granting institution located in Goodwell, Oklahoma. Rooted in “Progress through Knowledge,” OPSU is committed to promoting excellence in the preparation of students for success in a global community. Our university achieved multiple rankings by the 2023 U.S. News & World Report Best Colleges rankings: #3 Best Value Regional Colleges West; #8 Top Public Colleges for the Western Region; and #17 Best Regional Colleges West. U.S New and World Report also recognized OPSU as one of the top ten universities in Oklahoma, standing out of our affordable tuition rates.