Academic Outreach Assistant (Part-Time)

PART-TIME HOURLY POSITION ANNOUNCES AN OPENING IN ACADEMIC OUTREACH

POSITION: Academic Outreach Assistant (Part-Time)

Description of Duties:

The Academic Outreach Assistant will provide comprehensive administrative support to the Office of Academic Outreach, including its Director and Coordinators. The position will assist with daily operations, ensuring efficient office functionality and supporting various academic programs and initiatives, such as the Reach Higher, Concurrent Enrollment, Cooperative Alliance, DOD Tuition Assistance, and DOC Education programs. Provide administrative assistance to the Director and Coordinators of the Academic Outreach office, answering phones, scheduling meetings, preparing materials, and drafting correspondence. Maintain office operations by managing calendars, handling phone calls, responding to emails, and ensuring timely communication with internal and external stakeholders. Organize and maintain digital and physical filing systems, including sensitive student records, enrollment documents, and compliance forms. Assist with the processing of enrollment forms for concurrent, incarcerated, tuition assistance (TA), and Reach Higher students, ensuring proper documentation and compliance with OSRHE, HLC, DOD, DOC, and DOE regulations. Support the Director in supporting enrollment activities for high schools, correctional facilities, and adult degree completion programs. Maintain enrollment data for tracking student success and program outcomes. Help coordinate outreach activities with high schools, adult programs, and correctional facilities. This includes assisting with the preparation of promotional materials in collaboration with the Marketing department. Assist in organizing events, meetings, and conferences held and attended by the Director and Coordinators. Assist with data entry and tracking for academic program initiatives, including Reach Higher, incarcerated student programs, DOD Tuition Assistance, and concurrent enrollment students. Collect and compile information for reports on student enrollment, success rates, and program compliance. Support the preparation of reports and presentations for meetings with internal and external stakeholders. Assist in maintaining documentation and ensuring compliance with policies related to concurrent enrollment, tuition assistance, and scholarship applications. Help ensure the office adheres to local, state, and federal regulations regarding educational program requirements and data handling. Ensure that the Academic Outreach office has sufficient coverage for daily operations, especially during peak enrollment periods. Manage supply inventory, process purchase orders, and coordinate office equipment maintenance. Assist the Coordinators in organizing classes, advising students, and processing necessary paperwork for programs like Reach Higher, Concurrent Enrollment, DOD Tuition Assistance, DOC Education and Cooperative Alliance. Support the tracking and processing of scholarships, such as the Finish Line Scholarship, in coordination with the Financial Aid office. Assist with special projects as assigned by the Director. Coordinate with various departments, such as Admissions, Testing, Financial Aid, and the Registrar's Office, to ensure smooth operations for all student services. The Administrative Assistant will work primarily in an office setting. Occasional travel to local events, schools, and other outreach locations may be required.

Minimum Qualifications:

High School diploma or GED required. An Associate degree or some college coursework in office management, education, or related fields is preferred. Prior experience in an administrative support role is required, preferably in an academic or office settings. Proficient in MS Office (Word, Excel, Outlook). Strong organizational, interpersonal, and communication skills. Ability to manage multiple tasks and work under pressure in a fast-paced environment. Attention to detail, with the ability to handle confidential information with discretion. Basic understanding of higher education processes and services, such as enrollment, advising, and compliance, is preferred.

Desired Qualifications:

Experience working in an academic environment, supporting multiple programs or departments. Familiarity with student records management systems and higher education software platforms.

An unofficial degree conferring transcripts must be received by this office for formal consideration; however, should an offer of employment be extended, official transcripts are required.

All finalists may be subject to a background check and/or drug test.

Must be eligible to work in the United States.

Rose State College's Annual Security Report, including VAWA disclosures, is located at https://www.rose.edu/media/9800/2018-annual-fire-safety-and-security-report-revision-4.pdf

Rose State College is an Equal Opportunity Employer

In accordance with the Americans with Disabilities Act, reasonable accommodations in
the application process will be provided upon written request.
6420 SE 15th STREET ~ MIDWEST CITY, OK ~ 73110-2799