Administrative Secretary II Job at Oberlin
Career Exploration and Development at
Oberlin College invites applications for the position of Administrative Secretary II. This is a full-time, continuing
Administrative Assistant position, working a 12-month schedule, 37.50 hours per week, reporting to Career Exploration and Development’s Executive Director.
Responsibilities
The incumbent will provide administrative and budgetary support for Career Exploration and Development in a fast-paced, evolving environment. Front line representation of the office; assessing and determining individual needs of students. Integral role in facilitating office programming and Winter Term program activities.
- Provide administrative and budgetary support for Career Exploration and Development staff
- Serve as front-line representation of the office; assessing and determining individual needs of students, suggest preliminary steps, ensuring that their appointment time is as productive as possible.
- Interact with multiple constituencies critical to Career Exploration and Development including faculty, administrators, staff, donors, employers, foundations and alumni.
- Handle confidential information, including student records, funding documents, and internal communications.
- Schedule appointments and meetings, maintain calendars, monitor and respond to office email.
- Maintain, track and make recommendations for Career Exploration and Development, as well as other donor-related support funds. Process all expenses. Authorize appropriate requests for payment. Maintain and reconcile purchasing and travel credit cards. Handle cash and checks as needed. Run reports from Banner
- Process payroll for student assistants and contracted staff.
- Coordinate travel arrangements for professional staff, visitors, signature programming and students.
- Distribute funding from various donor-related funds for student internship and fellowship stipends. Reconcile stipends and maintain related files.
- Review requests of students to receive funding for professional development activities through the interview process. Process all such requests, reconcile expenses, and maintain related files.
- In collaboration with other staff, support and facilitate student programming, such as recruiting, mentoring, workshops, and various office events.
- In collaboration with other staff, assist with publicity for office and events. Order and track printed materials.
- Provide administrative support for professional staff searches; enter and maintain postings, prepare related
correspondence, coordinate meetings with search committees, and make arrangements for candidates. - Inventory and order all office supplies/small office equipment.
- Provide back-up for Departmental Technician, including Winter Term Internship activities.
- Create and edit slide decks and other programmatic materials.
- Familiarity with database software.
Essential Job Functions
Marginal Job Functions
- Lend support for any program or activity, as needed, including before or after usual working hours.
- Provide assistance in the absence of other staff.
- Other related duties as assigned.
Required Qualifications
High school diploma; minimum 5 years of progressively responsible experience in an office setting and a typing speed of 50 wpm. Work experience demonstrating the ability to: 1) function efficiently and independently in a rapid-paced environment with frequent deadlines; 2) provide a high level of customer service with the ability to communicate orally effectively and in written form with students, faculty, alumni, employers and other visitors from diverse backgrounds; 3) and deal with sensitivity and discretion regarding confidential materials and issues. Recent work experience demonstrating a high level of attention to detail, accuracy, and organization. Demonstrated computer literacy utilizing various programs: word processing, database (e.g., Filemaker Pro), and spreadsheets. Experience reconciling a budget. Favorable references.
Oberlin College is committed to the creation and nurturing of a diverse community of individuals through inclusive excellence. Diversity involves recognizing the value of differences and the inclusion of all community members, including those that experience discrimination or underrepresentation. This is a core value of the organization as we strive for a culturally diverse student body, faculty, and staff that reflect the multicultural nature of the nation and our world and bring unique strengths and abilities which contribute to our institution.
Desired Qualifications
Desired qualifications: Experience with sophisticated, comprehensive database programs such as eRecruiting or Banner.
Compensation
This is a pay grade
5 Administrative Assistant position and is to be filled at an hourly rate of $23.25 or at the appropriate transfer rate for internal candidates. This includes an excellent benefits package.
This position is posted for internal Ocope members who will receive preference during the first 10 days, expiring December 13th. External candidates are also welcome to apply.
This position is posted for internal Ocope members who will receive preference during the first 10 days, expiring December 13th. External candidates are also welcome to apply.
Special Instructions to Applicants
Please submit a resume, cover letter, and 3 references.
All qualified applicants will first need to pass all assessment testing prior to be considered for this position.
All qualified applicants will first need to pass all assessment testing prior to be considered for this position.
Documents Needed to Apply
Required Documents
Optional Documents
- Cover Letter
- Resume
- List of References
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