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Oklahoma City

    Staff Assistant III - Oklahoma City, United States - Oklahoma State Regents for Higher Education

    Oklahoma State Regents for Higher Education
    Oklahoma State Regents for Higher Education Oklahoma City, United States

    1 week ago

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    Description

    Position Details
    Position Information


    Position Title
    Staff Assistant III


    Position Number
    100033


    FTE
    1.0


    FLSA
    Non-Exempt


    Pay Rate
    $44,800 to $47,000 annually, plus benefits


    Position Type
    Full-Time

    Posting Detail


    Posting Number
    255


    Essential Function

    Provide administrative support to the Associate Vice Chancellor for Teacher Preparation and Special Programs, including some clerical and administrative support to the Director of Special Programs.


    Responsibilities and Duties

    • Support the general administration of the Oklahoma Teacher Connection (OTC) and teacher education programs.
    • Provide management assistance with the Teacher Shortage Employment Incentive Program (TSEIP).
    • Provide administrative support for the annual Teacher Education Admission Report, including the preparation of letters for Chancellor's signature requesting teacher admission information, the receipt and dissemination of that information, as well as the development, oversight, implementation, and maintenance of spreadsheets and charts integral to the report.
    • Provide administrative support for federal and local grants, and the DaVinci Institute.
    • Provide administrative assistance to the liaison and resource persons for the State Regents with external partners for programs, initiatives, grants, and special projects.
    • Provide administrative assistance with request for proposals, development and coordination of pre-award, organization, preparation, and post-award administration of state and federally funded teacher education grants.
    • Process departmental requisitions for purchasing, including gathering information, required documentation and signatures, including requests for payment for OTC grant recipients.
    • Prepare, proofread, edit and review correspondence for the Chancellor's signature, routing it to appropriate individuals for approval and tracking correspondence in the signature process.
    • Draft, proofread and edit agenda items.
    • Assist with the organization of conferences, meetings/seminars and program-wide activities, including contractual agreements, RFPs, event space, requisitions, registration, invoices, and other logistics and materials.
    • Make travel and lodging arrangements; balance, monitor and reconcile department/division monthly ledgers, budgets and financial system reports.
    • Serve as a point of contact and source of operational information for OTC and TANF.
    • Compose a variety of complex documents and correspondence, including drafting, proofreading, editing and follow-up correspondence as necessary.
    • Assist with special projects for the Temporary Assistance to Needy Families (TANF) program.
    • Assist in research and preparation of reports for the Director of Special Programs.
    • Review and determine allowable expenditures and prepare monthly invoices for TANF.
    • Create tables, compile graphs/charts and tabulate survey results for the OTC.
    • Establish, maintain and update OTC file databases, records and other documents.
    • Provide purchasing and travel assistance for the Scholarships and Grants division as needed.
    • Process incoming and outgoing mail.
    • Assist co-workers in the proficiency of Microsoft Office products and various office equipment.
    • Assist with program administration, including the development and maintenance of the budgets.
    • Perform other duties as assigned.

    Minimum Qualifications
    High school education required. Minimum of five years of administrative support experience required.

    Position requires excellent organizational, communication, and interpersonal skills; exceptional attention to detail; and ability to multi-task successfully within multiple deadlines.

    Possess strong software, internet research and communication skills. Must be able to work independently, anticipate needs, and work as part of a team. Proficiency in Microsoft Word, Excel and PowerPoint required.


    Preferred Qualifications
    Some college education preferred.


    Supervision
    The employee performs work under the supervision of the Associate Vice Chancellor for Teacher Preparation and Special Programs.


    Work Hours
    Agency offices are open to the public from 8 A.M. to 5 P.M. Monday through Friday. These are the normal office hours for Agency employees.


    Physical Demands
    Ability to sit and stand for extended periods of time. Exhibit manual dexterity and hand-eye coordination to operate a computer, keyboard, photocopier, telephone, calculator and other office equipment. Ability to see and read a computer screen and printed material with or without vision aids. Ability to hear and understand speech at normal levels, with or without aids. Ability to communicate clearly. Physical ability to lift up to 25 pounds, to bend, stoop, climb stairs, walk and reach. Must use the proper manual handling equipment including but not limited to dollies, carts and lift team members. Duties are normally performed in an office environment with a moderate noise level.


    Disclaimer

    The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.

    They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

    The Oklahoma State Regents for Higher Education is an Equal Opportunity Employer.


    Posting Date
    02/26/2024


    Closing Date

    Open Until Filled
    Yes


    Special Instructions to Applicants
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