Administrative Support Specialist at University of Oklahoma in Norman, Oklahoma

Job Description:

The Academic Success Center (ASC) offers undergraduate student support and promotes retention and persistence efforts through holistic advising, major and career exploration coaching, tutoring services, transition courses, and leadership opportunities. This university-wide student success unit endeavors to cultivate academic excellence for students across all disciplines at the University of Oklahoma. The Administrative Support Specialist offers administrative support to the Associate Provost Office of the Academic Success Center.

Duties include:

• Assists with front desk coverage and student support in the Academic Success Center.  


• Serves as a point of contact for student inquiries, including scheduling and appointment assistance. 


• Serves as a contact person for employees or the outside public this includes answering questions, provides information and handles complaints for internal and external customers.


• Serves as a liaison with offices on and off campus.


• Schedules various appointments for office personnel and ensures administrative details are completed.


• Makes travel arrangements.


• Receives incoming calls for the office and refers calls to appropriate personnel.


• Records messages or responds to caller with routine information.


• Monitors and orders supplies for the office and completes requisitions.


• May sign associate forms as authorized by the supervisor.


• 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.


• Oversees data and record maintenance, to include but not limited to student files, inventory, personnel, and other office files.


• Maintains office files that may be of a confidential nature such as patient or personnel information.


• Distributes various forms of information to office personnel such as mail or newsletters.


• Develops informational and promotional materials.


• Assists with website and social media as needed.


• Schedules and attends events and meetings.


• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.


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

Required Education: High School diploma or GED, AND: 

• 12 months, office, clerical or administrative support experience.

 Skills:

• Advanced knowledge of office procedures


• Office management and customer service skills


• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).


• Detail oriented for accuracy of data and information.


• Highly organized and ability to handle multiple projects and deadlines.


• Ability to complete tasks in an efficient and timely manner


• Ability to communicate well and build rapport with students, faculty and staff.


• Ability to multitask and meet deadlines in a timely manner.

Advertised Physical Requirements:

• Sit for prolonged periods.  


• Communicate effectively and listen.  


• Engage in repetitive motion.  


• Use of computer, calculator, telephone, and copy machine.


• Stand, stoop, and bend.


• Standard office environment.

Departmental Preferences:

• Experience working in higher education

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.

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