Senior Administrative Support Specialist (Administrative)

The Senior Administrative Support Specialist will assist and be supervised by the co-directors of the Office of Career Development for Engineers and Scientists (CDES). CDES supports the professional and leadership development of students in the Gallogly College of Engineering and the Mewbourne College of Earth and Energy through co-curricular programming, including workshops, retreats, student-led activities, a living-learning community, and peer and professional mentorship. CDES prepares engineering and science students to become professionals and to transition successfully to the workforce. The Senior Administrative Support Specialist will interact with a variety of people, including employers, alumni, students, faculty, staff, government personnel, and the general public. Physical presence in the office, on campus, and occasionally off-campus will be requested. Business-casual attire is expected.

Travel: The assistant will be required to run local errands occasionally. Other travel is infrequent. CDES hosts 2–3 off-campus events each year, 1–2 of which may include an overnight stay. Transportation from campus for CDES events is usually provided. Travel is expected to constitute 2% or less of the employee's time.

Duties:

• Maintains office files that may be of a confidential nature.
• Accurately tracks program-related data (e.g., job placement data, event participation data).
• Maintains and updates the webpages and other program media/digital communication platforms.
• Plans and organizes meetings and programs.
• 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 students, other employees, the outside public, alumni, and employers.  
• 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.
• Opens, routes, and prepares incoming and outgoing mail.
• Runs errands for the department.
• May act as the payroll coordinator for the department or assists the payroll coordinator by providing oversight.
• May collect time sheets, enter in PeopleSoft, track leave, complete ETRs and special pays.  
• Performs related duties as assigned to successfully fulfill the function of the position.  

DL required for occasional local travel (less than 2%).  Overnight travel may be required 1-2 times per year.

Required Education and Experience: 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:

• 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.

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.