PEAK - Lead Admin Support Spec
Company: University of Oklahoma
Location: Norman
Posted on: April 24, 2024
Job Description:
Job Description
This position is through the PEAK temporary program.
The selected candidate will be working in the Dean's suite at the
Michael F. Price College of Business. They will be performing
general administrative duties and watching the front desk.
Duties are complex and of an advanced nature, to include but not
limited to maintaining files, scheduling appointments, managing
inventory, typing, preparing reports and correspondence,
distributing information, conducting research and computation,
managing office procedures, assisting with budget preparation, and
coordinating activities. Serves as a payroll coordinator and
resource to other support personnel. May supervise support
staff.
Duties:
- Maintains office files that may be of a confidential nature
such as patient or personnel information.
- Schedules various appointments for office personnel and ensures
administrative details are completed. Makes travel
arrangements.
- Receives incoming calls for office personnel and refers calls
to appropriate personnel. Records messages or responds to caller
with routine information. Serves as a contact person for employees
or the outside public.
- Monitors and orders supplies for the office and completes
requisitions. May sign associate forms as authorized by the
supervisor.
- Responsible for typing and proofreading letters, manuscripts,
lectures, grant proposals, and medical information. 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.
- Prepares various reports such as office supply expenditures and
student or resident rotation schedules.
- Distributes various forms of information to office personnel
such as mail or newsletters. Answers questions, provides
information and handles complaints for internal and external
customers.
- Performs statistical, business research, and routine
computations that require knowledge of mathematics. Calculates
service costs and issues service contracts for on and off campus
vendors.
- 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.
- Acts as the payroll coordinator for the department or assists
the payroll coordinator by providing oversight. Collects time
sheets, enters into PeopleSoft, tracks leave, completes ETR -s, and
special pays.
- Assists in the preparation of budgets. Responsible for
maintaining budgetary records and approving expenditures. Reviews
billing from contractors and vendors, adjusts as needed. Issues
cash accounts, credit cards, billing and equipment codes.
- Plans, coordinates, and expedites special activities or
projects that require specialized training or creative
thought.
- May supervise other clerical staff, to include but not limited
to selecting, training and evaluating performance of assigned
staff, preparing staff schedules and tracking time worked in the
timekeeping system.
- Performs related duties as assigned to successfully fulfill the
function of the position. Job Requirements
Required: High School Diploma or GED; AND:
48 months office, clerical, or administrative experience.
Skills:
- Advanced knowledge of office procedures
- Office management and customer service skills
- Advanced 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 and meet deadlines in a
timely manner
- Ability to communicate verbally and in writing
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.
Keywords: University of Oklahoma, Norman , PEAK - Lead Admin Support Spec, Administration, Clerical , Norman, Oklahoma
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