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Office Specialist (Project SOAR)

OSU - Oklahoma City

Oklahoma City, Oklahoma 73107
Job Type:
Job Status:
Full Time
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Job Details

Essential Job Functions:


The Office Specialist will serve dual program functions. Primary purpose (75%) will focus on establishing and maintaining professional office procedures, which include (1) setting up and maintaining an efficient database system to collect, sort, analyze and report all project and student data to comply with federal Title IV TRIO grant guidelines, (2) providing clerical assistance to all project staff (3) scanning all project and student files into the electronic database. Other duties will include, but are not limited to, greeting and screening potential students, scheduling intake appointments, maintaining project files and data (hard and soft copies), and providing informational materials to inquiring students, faculty, and staff. In addition, the coordinating duties (25%) will include coordinating and attending cultural and transfer events for SOAR students. 



  1. Oversees database systems to efficiently manage project records and data.
  2. Develops and monitors effective office management system which includes general office record-keeping, client files, project inventory, purchasing acquisitions, evaluation records, etc.
  3. Assists in maintaining and supporting software on lab computers and printers. Also, coordinates all needed technical applications for assessment, financial aid, career and tutorial services.
  4. Assists in the preparation of statistical reports and annual performance reports, from the SOAR database systems, on a timely basis as required.
  5. Trains project personnel on how to interface properly with the database systems, computers, printers, opti-scanners and other needed project equipment.
  6. Works closely with various institutional offices to process acquisitions and maintain budget accountability (purchasing, accounting, IT, physical plant, business office, book store, catering, etc.)
  7. Performs general office duties such as typing, copying, faxing, scanning, filing, answering phone calls, etc.
  8. Designs, coordinates and monitors special retention projects such as 8-week progress reports, email address log, student attendance report, student lab attendance report, student enrollment, etc.
  9. Conducts individual intake sessions to collect appropriate student documentation and to develop and establish individualized learning plans for each participant when needed.
  10. Documents on-going student contact logs via computerized database.
  11. Makes intervention calls and/or email contacts once a month to address needs.
  12. Inputs all student and office files into data system. 
  13. Develops curriculum and teaches workshops on time management, self-esteem enhancement, financial planning, study skills, memory techniques, etc.
  14. Coordinates, schedules, and implements all SOAR academic and educational workshops, cultural events, orientations, and campus transfer visits.
  15. Coordinates and monitors office supplies inventory through PCard system.
  16. Coordinates on-campus catering, off-campus food, etc. through PCard system.
  17. Responsible for evaluating all SOAR activities and end-of-semester evaluations.
  18. Serve as a member of the participant recruitment and selection group.
  19. Maintains and cleans the student computer lab, social area and supply room.
  20. Completes all mandatory training and participates in a minimum of two professional development each year
  21. Performs other duties as assigned. 

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.  


The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.


  •  Evidences a history of demonstrating ethical and professional behavior.
  •  Completes all mandatory training and participates in a minimum of two  professional development days each year.




Bachelor’s Degree or equivalent work experience in Education, Counseling, Social Work, Human Relations or related field.


Certifications &/or Licenses


Valid Oklahoma driver’s license


Must take Driving Training Certification within 3 months of employment in order to drive company vehicles (provided by OSU-OKC)



Preferred Qualifications: 


  • Background in Computer Science, Information Technologies, Office Management or related field of study is a plus.
  • Understanding of mental health issues
  • Background in TRIO programs is a plus



  • A minimum of 2 years experience in computerized application, database management, and record keeping systems.
  • Minimum of 2 years working in student services.
  • Minimum of 1 year experience required in event coordinating.



Knowledge, Skills, and Abilities


  •  Professional and positive demeanor, behavior and appearance
  • Must be dependable, responsible and prompt

  • Strong customer service and interpersonal communication skills

  • Strong working knowledge of Word, Excel, PowerPoint, Publisher, Outlook; plus, ability to acquire knowledge of unique campus systems in Microsoft Applications, SCT, Student Access, Sharepoint, Banner, etc.

  • Proficient use of the copier, scanner, fax machine, and any equipment within the SOAR lab.

  • Ability to handle confidential information discreetly

  • Must be willing to work and support a teamwork environment

  • Strong problem-solving skills

  • Strong counseling and behavior management skills

  • Understanding of career counseling assessment, interpretation, and clarification

  • Understanding of financial aid policy, FAFSA application procedures, and financial aid awards

  • Understanding of transfer equivalencies, guides, and procedures

  • Understanding of study skill strategies, including note-taking, time management, test-taking tips, textbook reading instruction, memory techniques, etc.

  • Curriculum development and teaching skills for facilitating workshops

  • Understanding of cultural diversity and the disadvantaged populations

  • Strong organizational, planning and event coordinating skills

  • Evidences a history of demonstrating ethical and professional behavior.

  • Strong office management and administrative support skills


Environmental Conditions


Work will be performed in an office environment with a significant amount of public contact, in person, by telephone and via email. 


Evening and weekend hours may be required based on scheduling and activities


Most Fridays will involve outside time taking students to cultural events, campus transfer visits, or student field trips.



Physical Demands:


Duties require extended periods of sitting, talking, listening and computer usage


Occasional lifting up to 25 pounds.


Driving car or van of students to and from student events




The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodations.



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