The College of Engineering, Architecture and Technology (CEAT) at Oklahoma State University is a comprehensive unit featuring world class instruction, research, extension and online learning. The Administrative Associate will provide leadership and exercise technical support for the CEAT Associate Dean for Research and Sponsored Programs (ADR).
This position will proactively assist the Associate Dean and the Associate Director of Sponsored Programs. A commitment to becoming knowledgeable of all aspects of the research enterprise is expected.
Responsibilities include but are not limited to:
- Supporting the ADR in all aspects of their responsibilities. Drafting routine communications for the ADR and preparing presentation materials, spreadsheets, charts, and databases.
- Providing administrative direction on behalf of the ADR as appropriate.
- Providing support for activities of the CEAT Research Council.
- Providing ongoing support for space management in the college in coordination with the CEAT Facilities Manager. Supporting processes for the checking in and out of keys to the ATRC labs, offices, and the Dean’s office area.
- Coordinating payroll, accounting and purchasing functions for the department. Conducting oversight of ADR finances, working with CEAT financial staff to maintain balanced and accurate financial accounts.
- Producing, maintaining, and distributing data files, reports, and graphical summaries in support of ADR activities.
- Coordinating, scheduling and hosting guests connected to the research enterprise.
- Coordinating with CEAT departmental staff as needed to facilitate good communication and relationships between the ADR, CEAT Research and Sponsored Programs and the departments.
- Fostering positive relationships with OSU campus-wide faculty and staff (including the Vice-President for Research office) to further the mission of CEAT, the ADR office, and the varied research institutes across the OSU system.
The Administrative Associate will initiate and oversee processes designed to maintain administrative control. Providing accurate information and meeting deadlines are critical to this role. The Administrative Associate must maintain confidentiality of correspondence and information in the ADR Office.
The successful candidate must be capable of prioritizing workloads and have strong decision-making skills without waiting for advice from direct supervisor. The individual should be motivated and take initiative to assist and support all areas of the CEAT Dean’s Office as needed. In particular, this position will need to coordinate efforts with the Dean’s Executive Administrative Associate in support of special projects across CEAT administrative offices.
The Administrative Associate may be required to deliver materials to offices on campus. The work schedule may extend beyond regular office hours of 8 am to 5 pm, Monday to Friday, as necessary to perform job duties and complete work assignments.
Special Instructions to Applicants
Please provide a cover letter, resume and three (3) professional references.
Education & Experience
Position Qualifications:
Required Qualifications:
High School/GED and seven years of related experience.
Post-secondary Education May Substitute For Years Of Required Experience.
Knowledge of software programs in the Office 365 suite, particularly Excel.
Be able to work independently and under deadline pressures.
Ability to prioritize workloads and have strong decision-making skills without waiting for advice from direct supervisor.
Preferred Qualifications:
Bachelor's Degree.
Experience with Banner and OSU systems.
Experience working in an academic environment.
Experience and understanding of Grants and Sponsored Programs.
Access database management, Excel worksheet development and VBA.
Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.
Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination and affirmative action. Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, sexual orientation, gender identity/expression, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions. For more information, visit eeo.okstate.edu.