Division Assistant - K-12 Partnerships
Oklahoma City Community College

Job Info

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Posting Number:

Staff_0403336

Classification Title:

Staff

Working Title:

Division Assistant - K-12 Partnerships

Datatel Position ID:

ACAG5DIVASST1A

Annual Hours:

2080

Placement Range:

$15.83 - $17.80

Position Type:

Regular

Job Category:

Non-Exempt

General Description:

The Assistant to the Division of K-12 Partnerships is responsible for providing a variety of
administrative functions ensuring efficient office operations, which may include the
performance of special assignments for the Faculty, Directors across campus, Division Deans
as well as offices of Academic Affairs and Student Affairs.

This position also includes institutional responsibilities for data entry, maintenance and data verification and the verification of data reporting for any or all of the following internal or external organizations: Human Resources, Purchasing, The General Counsel, Academic Affairs, The Registrar, Financial Aid, Facilities Management, State Agencies, private organizations, and accreditation organizations.

Reports To:

Dean of K-12 Partnerships

What position(s) reports to this position?:

Student Employees for K-12 Partnerships Division

Minimum Education/Experience:

High School Diploma/GED

Minimum (2) years' work experience in an office environment.

Required Knowledge, Skills & Abilities:

Knowledge:
Office practices and equipment

Microsoft Office and similar software

Customer service principles

Skills:
Communicating, both verbally and in writing

Troubleshooting computer software issues

Abilities:
Learn new computer programs

Be level-headed in an emergency situation

Deal with distraught students and parents

Physical Demands/Working Conditions:

PHYSICAL/MENTAL DEMANDS AND WORKING CONDITIONS:
The work is light work which requires the person in this position to occasionally exert up to 20 pounds of force to grasp, lift, carry, push, pull, or otherwise move objects. Additionally, the following physical abilities are required:

This position requires the person to frequently communicate with and listen to staff, faculty, students and others to perform the essential functions of the position; must be able to exchange accurate information in various situations.

This position requires the person to operate a computer, other office machinery, and mobile devices to perform the essential functions of the position.

This position requires the person to frequently operate equipment that involves repetitive motions of hands and wrists.

This position requires the person to position self to access equipment, materials, or supplies that may be above head or ground level.

This position requires the person to judge, observe, and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.

Work is performed in a relatively safe, secure, stable, and indoor office and work environment.

Work is performed during normal office hours; some evenings and weekends may be required.

Preferred Qualifications:

Associate degree

Minimum (2) years' work experience in an office environment at an institution of higher education.

Required Training:

Training and familiarity with computers, specifically Colleague, People Admin, and all of our forms and procedures.

Quarterly compliance training as assigned by institution.

Work Hours:

40 hour work week-either 8:00-5:00 or 9:00-6:00 according to the needs of the division Monday through Friday

Department:

K-12 Partnerships

Job Open Date:

12/12/2024

Open Until Filled:

No

HR Contact:

Beth Holmes

Special Instructions to Applicants:

Applicants are to thoroughly complete the online application and attach the following required documents: cover letter and resume.

Applicants who do not attach the required documents will not be considered for the position.

For application assistance, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM.

Job Duties (Position Specific):

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Job Duties (Duties Assignment Statement):

Create, audit and provide oversight for the completion of all contracts and contract amendments for adjunct and special employment. Provide workload reports for the Dean.

Create, audit and provide oversight for the creation of requisitions and budgets for the Arts and Humanities Division accounts including grant accounts, auxiliary accounts, and revenue accounts.

Enter necessary section creation and maintenance data into the ERP system based on input from the Dean and Department Directors including the scheduling of rooms for all regular classes.

Complete and route (for approvals) forms necessary to ensure the effective functioning of the division (Merchandise Return forms, computer technical support requests, and others.)

Coordinate with Dean and K-12 Coordinator the processes for efficient data and form entry in a timely manner during all registration periods.

Collect, compile, maintain, and enter necessary confidential and other information about adjunct and new full time faculty and staff into the ERP System - Colleague.

Analyze enrollment & class room schedule data and produce appropriate reports for the Dean, Department Directors, Coordinators, and the Division Office as needed.

In the absence of the Dean, deal with issues that arise in a professional and effective manner. If necessary, contact appropriate personnel to resolve such issues.

Responds to student and community service issues with high level of professionalism.
Identify problems and challenges, develop optional responses to be recommended to the Dean and implement approved solutions as necessary.

Coordinate and provide oversight for the activities of the division office by managing the office and working closely with the Dean to support the College's academic mission.

Develop and maintain close relationships with internal departments to ensure effective and efficient operations.

Provide information and assistance to faculty, staff, students, and the community regarding division programs, services, and operations. Be aware of and provide information about programs and events which are not a part of the Arts and Humanities Division such as the Cultural Arts program and the Arts Festival to the community as needed.

Provide assistance to staff & faculty in the use of College wide software such as the ERP system, applicant tracking system, room scheduling system, etc. Troubleshoot issues with office equipment when necessary

Plan, initiate, and carry to completion other assigned administrative, secretarial and clerical activities as needed.

Oversee student employee time-sheets and scheduling of hours and duties

Coordinate with other division offices for the scheduling of events to include planning, ordering, and advertising of events.

Assist with the general maintenance of the office email accounts and office phone lines during registration periods which includes sending template responses for instructions, assisting with registration, and scheduling appointments for advising team.

Enter position descriptions in the position management system for the Dean & Department Directors as needed.

Job Duties (Safety / Policy & Procedures):

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures (http://www.occc.edu/policy/)

Contributing to a safe educational & working environment is the responsibility of all College employees and is accomplished when employees:

Adhere to established safety and health procedures and practices of providing injury and illness prevention for self and others.

Complete quarterly health and safety training pursuant to OCCC's established safety and health procedures and practices.

Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.

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