Administrative Assistant to Vice President for Fiscal Affairs/Assistant Human Resources

POSITION: Administrative Assistant to Vice President for Fiscal Affairs/Assistant Human Resources

SALARY: Commensurate with qualifications and experience

CONTRACT PERIOD: Full time 12 months

POSITION AVAILABLE: May 19th 2023

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 HR department performing a wide variety of administrative functions, aiding in the continuance of efficient, effective, and accurate processes, procedures, and information.

JOB DUTIES and 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 both offices, answers telephones, answers routine questions, and routes individuals or calls to appropriate offices.
• Attends and takes minutes at meetings.
• Makes disbursements and maintains the records for the Ennis Student Loan Fund.
• 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.

• Work closely with the HR Manager to provide support as needed on highly confidential human resource matters and special projects.

• Recruit employees through placement of want ads and contacting personnel agencies.
• Posting job announcements and organizing resumes and job applicants, pre-screening applicants.
• Scheduling job interviews from the job interview request form.

• Work with new hires to collect necessary paperwork.

• Collecting paperwork for employment, direct deposit, and absence request leave.
• Ensuring employment packets are complete, with required documents.
• Reconciles departmental payroll accounts, sending departments the remaining balance.
• Maintaining the Affirmative Action Plan, AAP, spreadsheet for yearly submission to Berkshire Associates.
• Performing payroll/benefits-related reconciliations.
• Keeping track of confidential information, like employee’s address changes, performance reviews, benefits, and salaries.
• Must complete the process and be registered as a Oklahoma Notary Public
• 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
• 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.

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.

SKILLS & COMPETENCIES: In addition to education and other requirements, you must possess the following skills to perform more successfully in the job:

• Communication skills: The candidate must have strong communication skills including good listening, speaking and writing skills.
• Organizational skills: Because an HR assistant is responsible for handling a lot of information, he or she needs good organizational skills.
• Confidentiality: Integrity is another required attribute since much of this information is confidential and must not be shared with others.

QUALIFICATIONS, EDUCATION, TRAINING AND EXPERIENCE:

• Required: Bachelor’s Degree
• Preferred: Higher Education Experience
• 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.

APPLICANT MUST SUBMIT:

• Letter of Application
• Resume
• Three Reference, current addresses and phone numbers
• All unofficial transcripts

COMPLETE THE ONLINE APPLICATION AT:

https://opsu.edu/job-opportunities/

Completed Consent and Disclosure form for the pre-employment background check (available at www.opsu.edu)

OPSU is an AA/EE/E-Verify employer committed to diversity.