*Sr. Administrative Support Specialist

Job Description

Assists in the proper functioning of an office by maintaining files, scheduling appointments, acting as a receptionist, managing inventory, typing, preparing reports, conducting correspondence, distributing information, conducting research and computation, manages office procedures, assists in budget preparation, coordinates activities, and formulates policy.

Duties:

• Report Preparation. Prepares various reports such as training evaluation summaries for grant reporting. Provides assistance for applying for federal and state request for proposals.
• File Maintenance. Maintains electronic files that may be of a confidential nature such as examinations or personnel information of trainees. Manage file sharing through secured platform with multiple sites for fidelity monitoring.
• Typing. Types and proofreads letters, manuscripts, grant reports, training information, etc. Performs simple data recording and may transcribe material.
• Travel Support. Supports faculty and training staff with coordinating travel arrangements and completing expense reports for reimbursement.
• Correspondence. Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor. Drafts replies to such correspondence with minimal instruction.
• Information Distribution. Distributes various forms of information to project trainees such as emailing training logistics. .
• Research and Computation. Performs minor statistical and business research, and routine computations that require knowledge of mathematics.
• Activity Coordination. Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.
• Office Management. Assesses office procedures and makes necessary changes in order to improve office functioning. Assists in personnel selection of the clerical staff. May assume responsibility for training, assigning and checking work of subordinates.
• Budget Preparation. Assists in the preparation of budgets. Responsible for maintaining budgetary records and approving expenditures.
• Policy Formulation. Participates in the formulation of departmental policy.
• As Needed. Performs related duties as assigned to successfully fulfill the function of the position

Job Requirements

Required education: High School Diploma or GED, AND:

• 24 months office, clerical, or administrative experience

Department Preferences:

• Microsoft Office 2019, Microsoft OneDrive, Adobe Acrobat 9.0, Zoom Pro

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.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of 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.

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.