OMA Administrative Assistant

Position Summary

The Administrative Assistant to the Executive Director of the Oklahoma Military Academy (OMA) Alumni Association serves in a unique role supporting one of Rogers State University's most treasured historical legacies. The Oklahoma Military Academy, which operated from 1919 to 1971, is the predecessor institution of Rogers State University, and its traditions, history, and alumni remain an important part of the University's identity. This position provides administrative support for the Oklahoma Military Academy Alumni Association while helping preserve and share the rich heritage of the Academy through the OMA Museum, alumni engagement, community outreach, and special events. Serving as a welcoming ambassador for the museum, the Administrative Assistant works with alumni, their families, students, faculty, donors, and community visitors while coordinating museum tours, educational opportunities, alumni records, and the annual Oklahoma Military Academy Reunion, helping strengthen the connection between Rogers State University's historic roots and its future.

Responsibilities

• Maintain the Oklahoma Military Academy alumni database
• Prepare newsletters, publications, correspondence, and other communications
• Coordinate tours of the Oklahoma Military Academy Museum for alumni, students, school groups, community organizations, military organizations, and other visitors
• Welcome museum guests and share the Academy's history and its connection to Rogers State University
• Coordinate scheduling for the OMA Museum, OMA Conference Room, and related meetings and events
• Assist with Board meetings, committee meetings, receptions, luncheons, and special events
• Help plan and coordinate the annual Oklahoma Military Academy Reunion Weekend and other alumni events
• Maintain office budgets, financial records, office supplies, and purchasing
• Supervise student workers
• Work with the Office of the President and other university departments to celebrate and preserve the University's military heritage
• Provide administrative and secretarial support to other administrative office staff as needed
• Perform other duties as assigned by the Executive Director

Qualifications

Minimum: Three to five years of administrative experience.

Preferred: Associate degree or an equivalent combination of higher education and administrative experience.

Skills

• Proficiency in Microsoft Word, Outlook, and Excel
• Excellent organizational, written, and verbal communication skills
• Ability to work in a fast-paced environment with exceptional attention to detail
• Working knowledge of graphic design is preferred
• Willingness to learn new software programs

Schedule

8:00 a.m. to 5:00 p.m. Monday – Friday with some after-hours as needed

Reports to: Executive Director of the Oklahoma Military Academy Alumni Association
Supervision Given to: Student Workers