Office Specialist - Project SOAR & UB Job Listing at OSU-Oklahoma City in Oklahoma City, OK (Job ID 492620)

Description

Campus

OSU-Oklahoma City

Contact Name & Email

Donovan Kelso, donovok@okstate.edu

Work Schedule

Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$15.52 - $16.14

Hourly

Priority Application Date

Resumes will be accepted until position is filled.

Special Instructions to Applicants

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

About this Position

Oversee administrative details of the Project SOAR and Upward Bound programs by 50% of time and effort between each program while also assisting Senior Director with monthly reports.   Maintains professional office procedures, overseeing office inventory, supporting both programs with clerical assistance, working with multiple program budgets, working with multiple data base systems, and helping with other day to day operations.  Interacts with both high school and college level participants and their families.  

Required Qualifications

• Associate's in business management, computer information systems, or related fields or equivalent experience. (degree must be conferred on or before agreed upon start date)
• Minimum of one year experience working in a customer service environment.
• Minimum of one year experience working in an administrative support position.
• Experience serving populations eligible for TRIO services which include first generation college, under-resourced, academically at-risk, or students with disabilities or similar programs.

Certifications, Registrations, and/or Licenses:

Valid Oklahoma driver's license and ability to drive a 15 passenger vehicle.

Skills, Proficiencies, and/or Knowledge:

• Ability to communicate diplomatically, clearly, and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately.
• Strong organization and planning skills with the ability to handle multiple tasks and prioritize effectively with high degree of accuracy and attention to detail.
• High degree of initiative to work independently and also collaborate in a team environment.
• Strong interpersonal skills and sensitivity to a multicultural environment in an effort to work and communicate effectively with all students, faculty, staff and community partners.
• Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook) Canva, and/or Adobe Photoshop Suite.
• Familiarity with cultural/socioeconomic matrix of the target area.
• Understanding of higher education enrollment procedures including but not limited to: admissions, academic advising, Financial Aid, FAFSA, OK Promise and transfer equivalencies.
• Strong computer skills with ability to organize information and schedules.
• Possess a positive open-minded attitude and have the ability to work closely with diverse student enrollment and skill levels.
• Ability to handle confidential information discreetly in a busy student-centered office.
• Excellent office management and time management ability.
• Strong background in record keeping, budgeting, and reconciliation.
• Strong writing skills to assist students in editing papers or creating documents for Project SOAR or Upward Bound.
• Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
• Demonstrated history of ethical and professional behavior.

Preferred Qualifications

• Bachelor's
  • Science/education degree in business management, psychology, counseling, human relations or related fields.
• TRIO Experience
• Educational grant writing experience.
• Bilingual

Essential Job Functions:

1. Develops and monitors effective office management system, which includes
   general office record-keeping, client and staff files, project inventory, purchasing
   acquisitions, evaluation records, etc.
2. Will work with Senior Director to go over program budgets on a monthly basis.
3. Will maintain Project Soar and Upward Bound website and make sure
   information is up to date. This also includes managing both programs social
   media accounts by posting photos, sharing stories, or responding to posts.
4. Assists in maintaining and supporting software on lab computers and printers.
   Also, coordinates all needed technical applications for assessment, financial aid,
   career, and tutorial services.
5. Works closely with various institutional offices to process acquisitions and
   maintain budget accountability (purchasing, accounting, IT, physical plant,
   business office, bookstore, catering, etc.).
6. Assists in the preparation of statistical reports, grants, and annual performance
   reports, from the SOAR and Upward Bound database systems on a timely basis.
7. High degree of initiative to work independently and collaborate in a team environment.
8. Coordinate and organize various program field trips, meals, and transportation in
   accordance with Project SOAR and Upward Bound Program Managers.
9. Occasionally assist Project SOAR and Upward Bound with recruiting events,
   assist with intake and student interview, and selection of students
10. Purchase and maintain supplies and equipment as well as produce and maintain
    program forms and public relation materials in conjunction with the Executive
    TRIO Director or Program Managers.
11. Participate in college committees as requested.
12. Completes all mandatory training and participates in a minimum of two professional
    development workshops each year, may include TRIO Training programs or
    conferences.
13. Performs other duties as assigned.

The duties listed in this job description are intended only as illustrations of the various
types of work that may be performed. The omission of specific statements of duties
does not exclude them from the position if the work is similar, related, or a logical
assignment to the position.

Working Conditions:

• Work will be performed in an office environment with a significant amount of
  public contact, in person, by telephone, via email, and various communication
  platforms.
• Must be able to work flexible hours to include some nights and weekends.
• In-state travel to include exposure to outside conditions as relates to program
  cultural events, activities and for trainings. Occasional overnight stay may be
  required.
• Occasional out-of-state travel staff training and cultural trips with students.

Physical Requirements:

• Duties require extended periods of sitting, talking, and listening.
• Duties require extensive use of computers, telephones, and other office
  equipment.
• Requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs.,
  OSU-Oklahoma City requires this to be a two-person lift).
• Driving vehicles with students to and from events.

The work environment and physical demands described here are representative of
those required by an employee to perform the essential functions of this job with or
without reasonable accommodation.

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