Campus

OSU-Stillwater

Contact Name & Email

Terry Collins, Interim School Head, terry.collins@okstate.edu

Work Schedule

Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$18.75 - $24.76

Hourly

Special Instructions to Applicants

For full consideration, please include a resume, cover letter and contact information for three professional references.

About this Position

The College of Engineering, Architecture and Technology (CEAT) at Oklahoma State University seeks motivated individuals to apply for the role of Administrative Associate in the School of Industrial Engineering and Management (IEM). The Administrative Associate works directly with the School Head to ensure effective operation throughout IEM and is integral in supporting various committees and faculty-related tasks.

The Administrative Associate oversees the main office on the Stillwater campus and directly supervises administrative staff and students within the department. They will be actively involved in managing administrative responsibilities, coordinating events and meetings, and providing essential support to the School Head, faculty, and students. This position serves as a resource for the department, and provides guidance on departmental, college, and university policy and procedures.

Primary responsibilities of the Administrative Associate include coordinating personnel processes (recruitment, timekeeping, and payroll) and supporting financial processes (budget reconciliations, travel, and p-card). They will collect, maintain, and prepare documentation for ABET accreditation, departmental review, and faculty reappointment and promotion (RPT) activities. In addition, they will arrange committee meetings and organize other departmental functions. Special projects will be assigned by the School Head as needs arise. The Administrative Associate will be expected to manage projects independently, delegate work as appropriate, and complete assignments with minimal direct supervision.

If you are a detail-oriented, proactive professional with excellent critical thinking skills, a growth mindset, and passion for supporting educational initiatives, we encourage you to apply.

Required Qualifications

• High School/GED (degree must be conferred on or before agreed upon start date)

• Seven (7) years of prior successful work experience. Post-secondary education may substitute for required years of experience.

• Skills, Proficiencies, and/or Knowledge:

  Knowledge:

  • Advanced office procedures; scheduling; records basics
  • Microsoft 365 proficiency; SharePoint basics
  • Committee cycles; agendas/minutes
  • HR/finance processes; documentation validation
  • Records governance & workflow tools

  Skills: 

  • Customer service oriented
  • Polished writing and formatting; excellent communication and critical thinking
  • Complex calendar management; clear organization
  • Accurate data entry and forms 
  • Draft agendas/minutes; action tracking
  • Intermediate Excel; workflow applications; reports
  • Event/visit coordination

  Abilities: 

  • Supervision of administrative and finance support staff
  • Maintain confidentiality, professionalism
  • Work independently with good judgment & discretion
  • Prioritize competing requests
  • Anticipate needs & propose improvements; self-motivated
  • Collaborate efficiently and effectively with internal and external stakeholders

Preferred Qualifications

• Bachelor's

  Business Administrative, Education, or related field

• Supervisory experience. Experience at OSU with knowledge of university systems, policies and procedures; or experience in a higher education environment. Experience with basic financial principles.