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Administrative Assistant to the Deans of Instruction
Odessa College in Odessa, Texas
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Date Posted 02/19/2020
Admin-Secretary and Administrative Assistants
Employment Type Fulltime
Application Deadline Open until filled
Position Information


Working Title Administrative Assistant to the Deans of Instruction
Position Status Full Time
Department Instruction
General Summary

The Administrative Assistant for the School of STEM provides administrative support to the Dean and is a liaison between the School Deans, Continuing Education Office, and Department Chairs and; assists faculty and students.

Specific Position Duties

1. Provide administrative support to the School Deans; 2. Schedules appointments, drafts communications, and makes travel arrangements for the School Deans; 3. Coordinates school course schedules to be submitted to the School Deans and Vice President for Instruction; 4. Assists with over 20 advisory committee meetings, including communication with business and industry partners and taking minutes; 5. Prepares departmental load reports; 6. Works with a wide variety of college activities, records, documents, reports and projects; 7. Utilize professional quality computer skills utilizing Microsoft Office products (Outlook, Word, Excel), and Adobe Professional; 8. Ability to word process (minimum 60 wpm) accurate records and mailable copy; 9. Manages records and materials for several college units, including confidential records; 10. Maintains all office materials, files, and electronic files; 11. Schedules appointments and coordinates varied professional activities; 12. Maintains the contact list of school faculty and staff; 14. Balances monthly budget reports; 15. Issues and closes online purchase orders; 16. Assists with the budget process; 17. Answering multiple phone lines and routing customers appropriately; and 18. Maintains effective relationships with professional counterparts throughout the college and the community; 19. Actively participates in college functions and events, and engages in community service; and, 20. Other duties as assigned.

Minimum Qualifications

1. High school graduate/GED; 2. Ability to word process accurate records and deliverable copy; 3. Demonstrated background in assuming responsibility, initiative and working in a fast-paced environment; 4. Pleasing and appropriate telephone techniques; 5. Demonstrated background in the correct use of English language, including spelling, punctuation and grammar as well as knowledge of letter/memo/document formats; 6. Strong filing skills with ability to organize, maintain, and retrieve from a large system; 7. Personal qualities of dependability, organization and attention to detail; 8. Ability to be personable and provide exceptional customer service at all times; and 9. Proven quality work experience and supportive references.

Preferred Qualifications  
Reporting Relationship  
Work Hours Varied according to schedule
Posting Detail Information


Posting Number P00031P
Job Open Date 02/18/2020
Special Instructions Summary  
Quick Link for Internal Postings http://jobs.odessa.edu/postings/2052
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