Administrative Assistant - Oklahoma Baptist University

We need to output HTML fragment with sections only if real specific content. Need to extract sections: About the role? Not present. Responsibilities? The "Essential Functions" includes many duties; could be Responsibilities. Requirements? "Required Qualifications" includes Professional Knowledge & Skills etc. Could be Requirements. Benefits? There's "OBU Benefits Summary" with details. Pay? Not specified. Schedule? Not specified. Skills? Could be part of qualifications but we can have Skills section if content. The instruction: Use

for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). Include a section ONLY when posting has real, specific content for it — never emit a heading followed by filler/placeholder text. Prefer a few substantive sections over many thin ones. We need to decide which sections to include. We have: - Responsibilities: from Essential Functions (Program Coordination, Faculty Support, Communications, Administrative Operations, Budget and Purchasing Support, On-Site Support, Collaboration and Relationship Support, Evaluation and Reporting, Other Duties). That's substantive. - Requirements/Qualifications: from Required Qualifications (Professional Knowledge & Skills, Interpersonal & Collaboration Skills, Problem-Solving & Adaptability, Mission & Professionalism, Education Required, Preferred, Equipment, Physical Requirements, Special Requirements). That's substantive. - Benefits: from OBU Benefits Summary (health, dental, life insurance, optional ancillary benefits, paid time off, retirement matching, perks). That's substantive. - Skills: Could be part of qualifications but we already have Requirements; maybe we can combine. The instruction says prefer few substantive sections over many thin ones. So we could have three sections: Responsibilities, Requirements, Benefits. We must not repeat job title as heading. No Job ID etc. We need to use

• for any list of duties/requirements/benefits, and

  for prose. We need to preserve all substantive information; do not invent or summarize away detail. So we need to include details from each bullet. We must remove boilerplate: mission statement, expectations for all employees, etc. Those are not part of the job posting specifics? The mission statement and expectations are generic; they might be considered boilerplate? The instruction: Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. The mission statement and expectations are not exactly those, but they are generic OBU statements; they might be considered boilerplate? However they are part of the posting but not specific to the role. The instruction says "Preserve ALL substantive information; do NOT invent or summarize away detail." The mission statement and expectations are substantive? They are about the university, not the role. Might be considered boilerplate but not explicitly listed. Safer to keep them? The instruction says remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. Mission statement not in that list. However they might be considered generic fluff. But we need to preserve all substantive information; if we remove them, we might be removing substantive info about the university's mission. However the role likely expects alignment with mission. But the instruction says prefer few substantive sections; we could include a short paragraph about mission under Responsibilities? But we already have Responsibilities covering duties. The mission statement could be placed in a short

  before sections? The instruction says output ONLY the HTML fragment; we can include a

  for prose. It didn't forbid extra paragraphs outside sections. But they said use

  for section headings (list). It didn't say we cannot have other headings. But better to follow: only use those headings for sections. We can have a

  for introductory prose. Thus we can output:

  OBU transforms lives by equipping students to pursue academic excellence, integrate faith with all areas of knowledge, engage a diverse world, and live worthy of the high calling of God in Christ. Expectations for all Employees ...

  Then sections: Responsibilities, Requirements, Benefits. We need to include all details from Essential Functions etc. We must be careful not to miss any detail. Let's extract Responsibilities details: Essential Functions: Program Coordination: - Support the coordination of Prison Education Program operations across correctional facilities under the direction of the Director and, by extension, the PDP Campus Director(s). - Maintain and distribute teaching schedules, classroom calendars, course rotation information, and instructor assignments provided by leadership. - Relay and confirm logistical information with Department(s) of Corrections (DOC) personnel regarding facility access, roster updates, clearance lists, and security requirements. - Assist in planning and coordinating PEP academic events, including orientations, celebrations, chapel coordination, and guest teaching visits, based on guidance from leadership. - Support major PEP graduation ceremonies (currently held every other year, with potential expansion to yearly) by assisting with graduate lists, invitations, DOC compliance, preparation, communication, event programs, logistics, and follow up correspondence. - Communicate promptly when DOC scheduling changes or operational constraints require adjustments. Faculty Support: - Provide administrative support for PEP instructors to ensure smooth instructional operations and ongoing compliance with DOC and OBU requirements in accordance with PEP leadership. - Track and maintain faculty DOC clearance documentation, background checks, renewal deadlines, and required training; notify instructors proactively when items are due. - Maintain records of OBU faculty credentials and required academic documentation; assist with onboarding and renewal of adjunct contracts and appointment paperwork. - Relay teaching schedules, classroom assignments, facility access procedures, and program updates to all instructors. - Serve as the first point of contact for faculty logistical questions and route more complex issues to leadership as appropriate. - Assist in the preparation and distribution of syllabi, course materials, assessments, and classroom packets. - Maintain attendance and grade reports based on documents submitted by faculty. Communications: - Serve as a central communication hub for information flowing in and out of the program. - Maintain program email correspondence and phone communication, responding or forwarding items appropriately. - Prepare and distribute newsletters, announcements, and official communications at the direction of program leadership. - Support PEP-related social media content (as permitted by DOC and OBU), highlighting approved milestones, graduations, faculty involvement, and program development. - Assist program leadership with donor-relations communication by preparing thank-you letters, event updates, program newsletters, and reports for supporters, ensuring accuracy, professionalism, and timely delivery. - Ensure all communication reflects professionalism, confidentiality, and sensitivity toward justice-involved students. Administrative Operations: - Provide daily administrative support to the PEP Director and Campus Director(s). - Assist with scheduling, calendar management, meeting coordination, agenda preparation, and minute-taking. - Maintain digital and physical filing systems in compliance with FERPA and DOC confidentiality requirements. - Track project deadlines and follow up on assigned tasks to support momentum and timely completion. Budget and Purchasing Support: - Assist with routine financial processes under the direction of program leadership. - Submit purchase orders, process reimbursement requests, track invoices, and reconcile basic expense records. - Maintain organized documentation of instructional materials, supply orders, and program expenditures. - Assist with donations processing, including logging contributions and forwarding documentation to the appropriate university offices for receipting and record keeping. On-Site Support in Correctional Facilities: - Provide occasional administrative assistance inside correctional facilities as needed and within DOC access limitations. - Distribute materials, verify rosters, support faculty and guest instructors, and help troubleshoot logistical issues in collaboration with DOC staff. - Travel to facilities when requested; maintain DOC access clearance and observe all safety and professionalism protocols. Collaboration and Relationship Support: - Help maintain constructive communication between the PEP and internal/external partners. - Relay information between Academic Affairs, Hobbs School of Theology, DOC leadership, faculty, student services, donors, and other stakeholders at the direction of program leadership. - Represent OBU’s Christian mission with professionalism, compassion, and respect in all interactions. Evaluation and Reporting: - Assist with data collection to support program assessment and improvement. - Compile faculty and student feedback at the request of program leadership. - Help assemble reports for Academic Affairs, DOC partners, donors, accreditors, or grant-funding entities. Other Duties: - Maintain the confidentiality of all department and University information. - Perform other duties as assigned. Now Requirements/Qualifications: Required Qualifications: Professional Knowledge & Skills: - Strong organizational and time-management skills with the ability to manage multiple tasks, schedules, and deadlines simultaneously. - Excellent written and verbal communication skills, including professional email etiquette and clear information relay. - Ability to maintain accurate records, manage sensitive data, and work with confidential information in compliance with FERPA and security guidelines. - Competence in office administration, scheduling, document preparation, and digital file management. - Ability to learn and apply university policies, DOC security protocols, and program procedures. Interpersonal & Collaboration Skills: - Ability to communicate courteously and professionally with a diverse range of stakeholders, including faculty, DOC personnel, incarcerated students, donors, and university offices. - Demonstrated reliability and follow-through in relaying information, meeting deadlines, and supporting colleagues. - Ability to work independently while also functioning effectively within a collaborative team structure. Problem-Solving & Adaptability: - Ability to respond calmly and professionally to unexpected schedule changes or operational constraints in a highly regulated environment. - Strong attention to detail and commitment to accuracy in fast-paced, deadline driven work. - Flexibility to shift priorities based on program needs, especially during event preparation and peak operational seasons. Mission & Professionalism: - Commitment to representing Oklahoma Baptist University and the Prison Education Program with integrity, professionalism, and compassion. - Ability to interact respectfully with justice-involved students and correctional staff, demonstrating maturity, confidentiality, and sound judgment. - Willingness to uphold and support the mission of Christian higher education. Education Required: - High school diploma or equivalent. - Education or experience demonstrating strong administrative, organizational, and communication skills. - Preferred: Associate’s degree or bachelor’s degree in a relevant field (such as business administration, communications, ministry, psychology, social sciences, criminal justice, or education). Equipment: - Office computer and standard office equipment (e.g., printer, copier, scanner, telephone). - Microsoft Office Suite (especially Outlook, Word, Excel, and Teams). - PDF-editing software for form preparation and document processing. - University systems for student records, scheduling, and purchasing (e.g., Canvas, Center Card, and other purchasing portals). - Cloud-based file storage and shared document environments (e.g., OneDrive or SharePoint). - Email distribution tools or newsletter platforms for program-wide communication. - Video-conferencing platforms for virtual meetings (e.g., Zoom or Teams). - Social media management tools (as permitted by DOC and OBU) for posting program updates. - Basic event-support equipment when assisting with graduation or program events (e.g., laptop, projector, microphone, sign-in tools). Physical Requirements: - Work is performed primarily in a standard office environment on the Oklahoma Baptist University campus, requiring extended periods of sitting, working at a computer, and engaging in phone and email communication. - The position requires the ability to lift and carry light office supplies and event-related materials (typically up to 20 pounds). - Occasional travel to correctional facilities is required to support program operations and events; this may involve walking moderate distances within secured areas and passing through security checkpoints. - Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. - DOC access clearance and adherence to security policies are required for facility visits. 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. Benefits: OBU Benefits Summary: - Full-time employees benefit from the generous OBU provision of premium contributions for nationwide family-friendly Health and Dental coverages along with free life insurance that includes accidental death and dismemberment equal to an employee’s base salary. - OBU provides access to optional employee-paid ancillary benefits like vision, hospitalization, critical illness, accident, additional employee-paid family life insurance coverages, and education benefits at OBU and other institutions