Job Description

The Administrative Assistant II position is a full-time staff position in the Southwestern Oklahoma State University College of Pharmacy. Reporting to the Dean of the College of Pharmacy, the Administrative Assistant II provides administrative and logistical support for the principal operations of the College, including administrative activities, office workflow, reception, communications, calendar, events, and meetings management, educational programming, admissions, and student services.

Duties and Responsibilities:

General Administrative Support

• Administrative office area reception, directing visitors, and primary point of contact between the office and faculty, staff, and students.
• Screen and manage central communications and inquiries.
• Manage the administrative calendar, including scheduling, coordinating, and arranging appointments, meetings, and events.
• Assist with drafting and delivery of correspondence.
• Coordinate administrative activities related to faculty leave reporting and faculty reviews.
• Assist with the creation of marketing materials and professional social media postings.
• Provide support for scheduling and planning of faculty and preceptor professional development programs.

Support for Admissions

• Organize applicant files and documentation in a format for review and evaluation.
• Schedule applicant interviews and coordinate faculty and student availability to conduct admissions interviews.
• Disseminate information to prospective applicants.

Support for Academic Programs

• Maintain programmatic databases and documents related to assessment, strategic planning, and accreditation.
• Assist with experiential education scheduling, student onboarding and documentation, and management of preceptor and experiential site data and information.

Qualifications

• Strong interpersonal skills and ability to interact professionally with faculty, staff, students, visitors, and external stakeholders.
• Outstanding verbal and written communication skills.
• Strong time-management, organizational, and multi-tasking skills.
• Ability to effectively use Microsoft Outlook, Teams, Word, Excel, PowerPoint, and Adobe platforms to create solutions and manage administrative needs.
• Experience with creating professional postings in social media platforms.
• Ability to draft, proof, and edit professional correspondence and reports.
• Adherence to confidentiality standards regarding personnel and institutional data.
• Ability to work effectively as part of a team as well as independently.
• Bachelor’s degree in business, communications, marketing, education, psychology, arts or sciences, or a related discipline plus experience working with the public and/or in a professional or academic setting.

Work Setting:

• Expectation of on-campus presence with attendance and punctuality
• Promote personal safety, safety procedures, and a safe work environment
• Employment at will
• Full-time status
• 12-month appointment
• Non-exempt