Staff Assistant III

Position Details

Position Information

Position Title
Staff Assistant III - GEAR UP

Position Number
100353

FTE
1.0

FLSA
Non-Exempt

Pay Rate
$48,000 annually, plus benefits

Position Type
Full-Time

Posting Detail

Posting Number
289

Essential Function

Assists Administrative Coordinator with day-to-day administrative workflow associated with the Oklahoma State Regents for Higher Education's (OSRHE) GEAR UP project - a federally funded initiative aimed at student early awareness and readiness for college The GEAR UP project serves all students including people of color, people from low income backgrounds and first-generation college students.

This position is contingent upon continued availability of grant funds.

Responsibilities and Duties

• Assist the Administrative Coordinator in processing purchase requisitions, travel claims, and personal service agreements. Must be familiar with the State of Oklahoma formal and informal bidding process and stay updated on the Oklahoma State Regents purchasing policies and procedures.

• Meet with OSRHE staff in other agency departments to keep abreast of changing processes and policies.

• Manage all travel claims for the GEAR UP staff, including making out-of-state arrangements.

• Coordinate and manage the planning of various conferences, meetings and trainings at the local, state and national level, including the securing of presenters, meeting locations, and food service, compiling materials and invoicing for services.

• Assist with the selection of books, programs and trainings needed for GEAR UP staff development.

• Assist in research and preparation of reports for Assistant Vice Chancellor and other GEAR UP staff related to federal and project reports.

• Assist in the preparation of presentation materials used by the Assistant Vice Chancellor for GEAR UP and other GEAR UP staff.

• Manage the dissemination of GEAR UP materials to schools, parents, students, including large mailings as required.

• Manage all communications and payments and reimbursements to IHE's throughout the state. (College Bridge, College Application, Coaching funds)

• Manage the design, print and mailing of the 21st Century Scholar certificates for GEAR UP students as required by the USDOE GEAR UP grantees.

• Attend trainings and presentation when needed to support the efforts of the GEAR UP grant award.

• Coordinate, compile materials, and handle registration and invoicing for conferences, meetings and trainings both in state and out-of-state.

• Process incoming/outgoing mail for the division.

• Maintain files for concurrent enrollment for 13 school districts.

• Maintain confidentiality regarding GEAR UP student, school and fiscal data.

• Occasional in-state and out of state work-related travel may be required.

• Support the mission of GEAR UP with additional duties as needed to fulfill the grant goals.

• Daily attendance and punctuality at work are required.

Minimum Qualifications

Bachelor's degree and three (3) years of experience in administrative functions or an equivalent combination of post-secondary education and related work experience. Candidate must have ability to work independently with excellent organization, communication and interpersonal skills. Familiarity with the State of Oklahoma formal and informal bidding process. Must be skilled in creating in and using Adobe Acrobat Pro, Adobe Acrobat Sign, Excel, Google docs, and other programs necessary to work of GEAR UP. Candidate must have the ability to work independently with excellent organization, communication and interpersonal skills. Candidate must demonstrate the ability to work with time lines and deadlines in a data driven environment. Successful candidate must provide a cellular telephone for work related activities and have the ability to drive a state-owned vehicle to various worksites. A valid Oklahoma driver's license is required.

Preferred Qualifications

Multi-faceted, multi-skilled, resourceful and willing to do what it takes to help GEAR UP students persist in post-secondary education. Demonstrate the ability to work in a team environment as a member and leader. Demonstrate a high level of personal integrity, a collaborative leadership style and high ethical standards. Embrace feedback and constructive criticism in the spirit of constant improvement. Anticipate needs of staff regarding materials, messaging, and yearly projects.

Supervision

The employee performs work under the supervision of the GEAR UP Administrative Coordinator.

Work Hours
Agency offices are open to the public from 8 A.M. to 5 P.M. Monday through Friday. These are the normal office hours for Agency employees.

Physical Demands

Ability to sit and stand for extended periods of time. Exhibit manual dexterity and hand-eye coordination to operate a computer, keyboard, photocopier, telephone, calculator and other office equipment. Ability to see and read a computer screen and printed material with or without vision aids. Ability to hear and understand speech at normal levels, with or without aids. Ability to communicate clearly. Physical ability to lift up to 25 pounds, to bend, stoop, climb stairs, walk and reach. Must use the proper manual handling equipment including but not limited to dollies, carts and lifting. Duties are normally performed in an environment with a low noise level.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. The Oklahoma State Regents for Higher Education is an Equal Opportunity Employer.

Posting Date
02/24/2025

Closing Date

Open Until Filled
Yes

Special Instructions to Applicants