Administrative Assistant for Academic Administration

OKLAHOMA BAPTIST UNIVERSITY - SHAWNEE, OKLAHOMA

Address of Job Location: 500 W University St, Shawnee, OK 74804

Website page of the Job Posting

Job Summary:

The Administrative Assistant will provide support to Academic Administration, including the Provost/CAO, Vice President for Academic Operations and Partnerships as well as the academic leadership team. Support will include but are not limited to calendar management, reserving spaces for upcoming meetings and events, assisting in travel arrangements and academic administration processes. This assistant frequently engages faculty, staff, students and prospective students and provides a welcoming presence to the Academic Administration office.

Job Responsibilities:
Communication
• Serves as a point of contact for the Academic Administration office, representing them and creating a welcoming environment for guests.
• Facilitates clear communication between academic leadership and faculty, staff and students as well as external visitors and callers.
• Promotes a positive image of the University and stays informed about University programs and initiatives.
• Manages correspondence, answer phone calls, takes messages and drafts emails on behalf of Academic Administration while maintaining confidentiality and professionalism.
Calendar Management
• Maintains the calendar for Academic Administration leadership, scheduling appointments and assists in prioritizing commitments.
• Creates Zoom and Teams links for virtual meetings.
• Assists with scheduling for academic events for Academic leadership.
Academic and University Event Coordination
• Reserves rooms and spaces for meetings and events.
• Coordinates with Community Experiences and AV/technology needs and arranges for catering either through Chartwells or off-site vendors as needed.
Academic Affairs
• Registers Academic leadership for conferences and maintains records of memberships.
• Manages travel arrangements and processes travel expenses using Center Card.
• Assists in Academic Administration office flow. Ordering office supplies and equipment, maintaining office and building needs.
• Able to assume multiple roles when assigned.
• Perform additional responsibilities as assigned by Academic leadership.

Knowledge and Skills Required:
• Exceptional Communication Skills: Ability to communicate clearly and professionally, both verbally and in writing.
• Team Management: Able to assist in the oversight of front desk coverage, ensuring consistent phone and in person coverage.
• Organizational Excellence: Strong ability to manage multiple calendars, prioritize tasks, and coordinate complex schedules and events. Skilled at following through on tasks and closing the loop as needed.
• Technological Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Adept at design tools (Adobe Express, Canva). Skilled in using Zoom, Microsoft Teams, and other virtual meeting platforms. Comfortable with SharePoint, document management systems, and cloud-based collaboration tools.
• Event Planning and Coordination: Experience in organizing meetings, academic events, and conferences, including logistics, catering, and AV coordination
• Attention to Detail: High level of accuracy in preparing documents, managing records, and handling confidential information.
• Budget and Expense Management: Familiarity with budget tracking, expense reporting, and procurement processes.
• Professionalism and Discretion: Maintains confidentiality and exercises sound judgment in sensitive situations. Possesses high standards of conduct, appearance and attitude.
• Interpersonal Skills: Ability to build positive relationships with faculty, staff, students, and external stakeholders. Knowledge of guest experience satisfaction.
• Problem-Solving Abilities: Proactive in identifying issues and implementing effective solutions.
• Adaptability and Initiative: Comfortable working in a dynamic environment and taking initiative without constant supervision.
• Supervisory and Training Experience: Ability to mentor and support administrative staff, fostering a collaborative and growth-oriented team culture.
• Familiarity with Higher Education Environment: Understanding of academic structures, governance, and university operations.

Job Requirements:
Required: Associate’s degree or High School diploma (2 years relevant experience may substitute for degree requirement).
Preferred: Bachelor’s degree.

Experience:
Required: Office Administrative experience (2 years). Bachelor’s degree in related field may substitute for work experience.
Preferred: Office administration experience in an academic setting.

Special Requirements:
• Must be a member of a local evangelical* Christian church.
*Evangelical is a broad term referring to segment within Christianity which maintains the authority of the Bible and the belief in salvation by faith in Jesus alone.

Expiration Date of Job Posting: July 31, 2026