Senior Administrative Support Specialist - Dean's Office

Job Description

Performs diverse secretarial and receptionist tasks requiring good public relations, multi-tasking and organizational skills. Responsible for answering the telephones for the Office of the Dean, greeting the public, typing, filing, data entry, and scheduling. Exercises some discretion, ingenuity and independent judgment to determine proper course of action while following established standards.

Duties:

• Provide clerical support to faculty and staff in the Dean's Office for routine tasks such as photocopying, scheduling, etc. Type and/or composes letters, memos, handouts, etc. Schedule appointments for deans and administrative staff when requested.
• Process payment vouchers for the Dean's Office accounts through PeopleSoft Financials; maintain appropriate files. Prepare travel claims through Concur and service unit requests as requested.
• Take, transcribe, and distribute minutes for College of Dentistry committees as assigned or as needed. May coordinate meeting including scheduling, communications, ordering and arranging lunch (when required).
• Maintain room reservations calendar and reserve rooms upon request. Input classroom schedule each semester for each dental and dental hygiene student classification.
• Retrieve, sort, and distribute mail for the Dean's Office. Distribute mail to students and/or communicate receipt of mail as needed. Maintain and serve as key operator for fax and photocopy machine; request service as needed.
• Maintain office and beverage supplies for the Dean's Office; order and re-stock as necessary.
• On daily basis, maintain order and cleanliness of reception area, kitchen, and conference room.
• Perform related duties as assigned or required to successfully fulfill function of position and office.
• Act as receptionist for the Office of the Dean to include answering telephone, screening and routing of calls, and taking messages. Assist caller/visitor using discretion, ingenuity, and independent judgment to determine proper course of action while following established standards.

Job Requirements

Required education: High School Diploma or GED, AND:

• 24 months office, clerical, or administrative experience

Knowledge, Skills & Abilities:

• Knowledge of office procedures
• General office and customer service skills
• Knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
• Excellent interpersonal skills
• Ability to work independently and as a team player
• Ability to complete tasks in an efficient and timely manner
• Must be detail oriented for accuracy of data and information
• Ability to multitask, be organized, and self-motivated
• Ability to work in stressful situations
• Ability to communicate verbally and in writing

Working Conditions:

• Physical: Sit for prolonged periods. Communicate effectively and listens. Engage in repetitive motion. Use of computer and telephone. Stand, stoop, bend, and reach.
• Environmental: Standard office environment.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.