Institutional Research Specialist

Southwestern Oklahoma State University

11d•Onsite

About The Position

The Institutional Research Specialist reports to the Institutional Effectiveness Specialist with the primary duties of providing administrative support to the Provost/Vice President for Academic Affairs (VPAA). Duties include regional and professional accreditation, institutional effectiveness through strategic planning, academic planning and evaluation, and coordination of the collection of university statistical information for students, faculty, administrators, and certain outside entities. This position interacts with internal and external constituencies to provide information and reports to conduct the daily business of the office.

Requirements

Bachelor’s degree and experience at the executive level, administrative support, or an equivalent combination of education and experience
Strong written, verbal, basic math skills, and interpersonal skills
Utilize office equipment
Ability to manage multiple tasks, prioritize effectively, and maintain organization in a fast‑paced environment
Strong knowledge of applicable regulations, policies, and institutional protocols
Skilled in complex problem‑solving and analyzing information to produce accurate institutional reports
Ability to remain composed under pressure while balancing competing priorities
Effective communication skills, both oral and written, including presentations
Strong interpersonal skills for working with the public and collaborating across departments
Ability to work collaboratively as part of a team and to lead, assist, or follow direction as needed to advance processes and achieve desired outcomes

Nice To Haves

Proficiency in Microsoft Office
Knowledge of computer and analytic systems such as Excel, Colleague, SQL, and Argos preferred
Higher Education experience preferred
Such alternatives to the above qualifications as the President of SWOSU or their designee may find appropriate

Responsibilities

Provide administrative support services to the department in a manner that professionally, cordially, and efficiently assists students, faculty, staff, and visitors
Ensure the completion and timely reporting of IPEDS reports, information for the U.S. Department of Education, State Regent Reports including Unitized Data System, Common Data Set, and other related requests for institutional research
Ensure the timely publication of the University Fact Book
Assist with the collection, reporting, and publishing of institutional research, enrollment reports, retention and graduation rates, and other university statistical information
Assist with regional and professional accreditation and preparation of documents for the Higher Learning Commission
Assist the NCAA compliance officer on reports
Act as initial point of contact for academic departments, assisting and directing them to the appropriate data source for information necessary for program reviews and accreditation
Knowledge of federal and state reporting procedures, web portals, professional reports and publications, and edits and ensures accuracy of institutional research reports for internal and external constituents
Maintain accurate records of document and report preparation and dates, and methods of distribution
Ensure the Provost/VPAA is appropriately supported for meetings including meeting preparation, and handouts.
Assist in completion, submission, and maintenance of travel requests, office supplies and inventory
Assist in maintaining and balancing the departmental budget. This includes submission of purchase orders, use of purchase card and coding invoices. This includes notifications to the Provost/VPAA as appropriate.
Provide administrative support and assist in the general operations of the office
Prepare documents and reports for mailing, emailing, and/or web distribution
Edit papers and routine reports and correspondence for style, grammar, punctuation, spelling, and accuracy of numbers. Review editorial changes with Provost to ensure maximum clarity and accuracy
Assist in posting student job openings. Coordinate and screen student job resumes, and conduct orientation of new student employees as needed. Supervise student employees and calculate timecards
Specific assignments are based on unit need and assigned by the supervisor which could include such things as assisting and aiding administration with data necessary for policy changes, attending trainings and conferences as requested, and be willing to perform job related travel
Promote personal safety, safety procedures, and a safe work environment