Assistant to Chair at University of Oklahoma in Oklahoma City, Oklahoma

Job Description:

This position will provide the critical connecting role between Academic Affairs and Faculty Affairs in working with the Department Chairs in managing the two faculty-related software platforms essential for documenting and managing faculty workload (TAMS) and assignment of faculty as primary and secondary instructors in Peoplesoft. The accuracy of this process is critical for budgeting, managing workload and driving the accurate management of our Learning management system in regards to faculty assignments and subsequent development of courses.

Performs complex administrative duties for the Department Chair.  Directs and coordinates daily operations of the office or program by serving as a staff and resource person.  Acts as a liaison with internal and external agencies, compiles data, statistics, and other information.  Plans events and special projects.  

Duties:

• Provides administrative assistance to the Chair, to include but not limited to, making travel arrangements, submitting reimbursement documents, maintaining a calendar, setting up meetings and appointments, ordering and tracking supplies, and resolving departmental problems as they arise. 


• Assists the Chair with various committees and associated responsibilities.    


• Manages the daily operations of the office or program.  


• Assists with the hiring and termination of office staff.  


• May delegate tasks and acts as the lead employee. 


• Acts as the liaison between the Department and other campus departments, faculty, staff, and business and/or government entities.    


• Prepares monthly reports for balanced accounts, verification reports, and management reports and distributes to appropriate personnel.  


• May assist with other reports for the Chair.  


• Compiles data, statistics, and other information.  


• Coordinates and carries out projects or assignments requiring initiative, independent action, and specialized knowledge or expertise.   


• May include event planning, producing in-house publications, and planning public relations functions. 


• Provides information or counseling to students, employees, or the outside public. Independently responds to a variety of surveys, questionnaires, and other requests for information.


•  Analyzes a variety of problems and carries out special assignments to solve those problems. 


• Performs various duties as needed to successfully fulfill the function of the position.

Required Education: Bachelor's degree in Business, Psychology, Education, or related field, AND:

• 60 months administrative assistance or managing an office or program experience to a Chair, Department Head, Executive Director, or other leadership role. 

Equivalency/Substitution: Experience or a combination of education & related experience can be considered in lieu of degree. A one-to-one ratio is used to determine the number of years of experience required in place of a degree.

Skills:

• Demonstrated proficiency with Microsoft Office Suite, internet browsers, and Adobe Acrobat Pro


• Demonstrated ability in document preparation and proof reading


• 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


• Ability to multitask, be organized, and self-motivated


• Ability to work in stressful situations and within deadlines


• Ability to communicate verbally and in writing

Certifications: None

Advertised Physical Requirements:

• 
  Physical:
  
  
  
  • Sit for prolonged periods.  
  
  
  • Communicate effectively and listens.  
  
  
  • Use of a computer and calculator.  
  
  
  • Standing, stooping, bending, and reaching. 
  
  
  
  


• 
  Environmental:
  
  
  
  • Standard office environment.
  
  
  
  

Departmental Preferences:

• At least 2 years experience managing/working with databases:  PeopleSoft and Excel.

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.

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