Administrative Assistant II

Position Summary:

The Administrative Assistant II serves as the main point of contact for all students, faculty, staff, and visitors to the Law School by creating positive first and last impressions, as well as supporting the Law Dean's Office and law school departments. The Administrative Assistant II will work and communicate effectively with the judiciary, donors, alumni, attorneys, faculty, staff, students, vendors, and general public. While maintaining a pleasant and professional demeanor, this position will work with diverse, frequently changing priorities and situations. The Administrative Assistant II will demonstrate confidentiality, reliability, discretion, accuracy, and a strong service orientation.

Minimum Qualifications:

Two years of administrative support experience is required including accepted office organization, accounting, written and oral communication practices, and customer service

Preferred Qualifications:

Experience in higher education or legal environment is preferred.

100% - Law School/Harvey Building Support:

• Serves as the first point of contact at the School of Law Harvey Building main/security entry, providing administrative support to process faculty, students, staff, guests, visitors, and vendors utilizing established identification and data collection and storage procedures to permit access to the building interior through the security turnstiles. Monitors and provides instructions on use of turnstiles and fob/card entry and notifies the appropriate parties with system problems.

• Contacts administrators, faculty and staff when guests or visitors arrive. Answers main School of Law phone number. Provides assistance to faculty, staff, students, guests and visitors with law school, building, parking and service inquiries directing them to the appropriate departments as required. Knows law school functions, departments, personnel and procedures and has familiarity of other functions and departments within the University.

• Receives routine and emergency procedure and notification training from and interacts with the OCU Police Department. Monitors security cameras as required.

• Using specialized event management software, assists with logistical coordination of the Harvey Building by processing academic and non-academic requests for space and visitor parking. Adds and configures web users and groups. Enters, confirms and maintains room and parking reservations for academic classes, special events, student meetings, etc. Generates reports as required.

• Assists Law Dean's Office with building management and maintenance issues by collecting complaints and notifications and submitting work orders on web-based system, monitoring completion of work orders. Notifies vending machine companies of needed repair or supply issues.

• Serves as central location for USPS incoming/outgoing mail, overnight mail and other special deliveries for the Harvey Building. Main contact for service entry phone and, after reviewing camera display, allows vendor or delivery service to enter building.

Administrative Services support:

• Supports Executive Assistant by collecting and reviewing forms, receipts and other backup materials for reimbursements and invoices. Cross trains with Executive Assistant to insure appropriate backup.

• Utilizing Access database integrates data from purchasing card website and creates, distributes and collects monthly law school purchasing card reports, confirming accurate completion.

• Deals with confidential information or issues concerning budget, students, alumni or operations, referring matter to appropriate administrator.

• Composes routine and general correspondence in accordance with established office procedures and policies. Shares in performance of general office tasks as coordinated and delegated by the Executive Assistant.

• Assists in creation and maintenance of electronic and traditional files utilizing appropriate share drives as required. Remains current on all software and equipment required by position.

• Creates and/or changes position desk manual, forms and publications used in office programs.

• Serves with special projects or special events as required.

• Other duties as assigned.