The Administrative Assistant for the Division of Access & Opportunity in Copeland Hall, under general supervision, performs administrative support-oriented job duties, to include but not limited to, resolving routine questions and problem, filing maintenance, scheduling appointments, reception, inventory management, typing, report preparation, and correspondence.
Responsibilities include:
Maintains office files that may be of a confidential nature.
Schedules various appointments for office personnel and ensures administrative details are completed.
Receives incoming calls for office personnel and refers to appropriate person. Records messages or responds to caller with routine information.
Serves as a contact person for other employees or the outside public. Provides information regarding location or availability of materials, resources, and services.
Monitors and orders supplies for the office and completes requisitions.
Responsible for preparing correspondence. Reviews and responds to routine correspondence for the office personnel.
Prepares various reports and makes copies and assembles materials.
May act as the payroll coordinator for the department or assists the payroll coordinator by providing oversight. Collects time sheets, enters into PeopleSoft, tracks leave, completes ETRs and special pays.
Opens, routes, and prepares incoming and outgoing mail. May run errands for the department.
Plans and organizes meetings and programs.
Makes travel arrangements.
Performs related duties as assigned to successfully fulfill the function of the position.
Required Education: High School Diploma or GED, AND:
24 months office, clerical, or administrative experience
Skills:
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.
Certifications:
None
Advertised Physical Requirements:
Sit for prolonged periods
Communicate effectively and listens
Engage in repetitive motion
Use of computer and telephone
Stand, stoop, bend, and reach
Standard office environment
Department Preferences:
Proficient typing skills.
General office skills (multi-line phone, copying, filing, etc.).
Excellent communication (written and verbal).
Maintain a clean work environment.
Able to take direction and be a part of a team.
Supervision: None
Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.
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.
