Lead Administrative Support Specialist

Performs support-oriented job duties to a Department Head or Manager. Duties are complex and of an advanced nature. Assuming day-to-day responsibility for coordinating and performing specialized clerical functions. Assess office procedures and make necessary changes to improve office functions. Receives incoming calls for office personnel and refers calls to appropriate personnel. Answers questions, provides information and handling complaints for internal and external customers. Connects with prospective students and is the primary contact for the School of Meteorology (SoM), other NWC and OU entities, and the outside public. Manages mail and shipping for SoM & the Center for Analysis and Prediction of Storms (CAPS). Maintains and responds to office correspondence, files, or drafting replies to complex correspondence, that may be of a confidential nature. Schedules visits and events. Oversees room/office assignments and reservations throughout the school and the NWC, space which is not managed by main campus. Monitors and orders non-IT related departmental supplies for office and SoM personnel. Creates and maintains tracking system of all SoM non-IT expenditures. Enters vouches, cost transfers, and requisitions using the PeopleSoft Financial System. May sign outside forms as authorized by the supervisor. Performs statistical business research: cost comparisons, accounting of SoM funds, and numerous other requests from faculty and staff. Assists the Payroll Coordinator by providing oversight. Maintains budgetary records for P-Card/travel card, Vouchers, POs, ePAF’s, non-IT supplies, and reviews billing from vendors. Manage and coordinate unique travel arrangements and bookings with and independent of Shared Business Services. Arranges food, travel, and accommodations for colloquia, faculty searches, and other guest visitors. Planning and coordinating special projects and activities. Performs other related duties as assigned.

Duties:

• Maintaining non-confidential and confidential files such as personnel information.
• Typing, preparing reports and correspondence, distributing information.
• Records messages or responds to caller with routine information. 
• Distributes various forms of information to office personnel such as mail or newsletters. 
• Maintains the professional appearance of the office, classrooms, and conference rooms.
• Is a resource to other support personnel. 
• Prepares various reports such as office supply expenditures and student or resident rotation schedules.
• 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.
• May assume responsibility for training, assigning, and checking work of student employees.
• Assists the payroll coordinator by providing oversight.
• Reviews billing from contractors and vendors, adjusts as needed. Issues payments.
• Prepares deposits and takes them to central campus or the OU Foundation.
• Conducts research and computation for financials and purchasing.
• Tracks and requests scholarship reimbursements.
• Performs related duties as assigned to successfully fulfill the function of the position.

Required Education: 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        
• 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

Certifications:

• N/A

Advertised Physical Requirements:

• Sit for prolonged periods.  
• Communicate effectively and listens.  
• Engages in repetitive motion.  
• Stand, reach, stoop, and bend.  
• Standard office environment.

Departmental Preferences:

• ​​​​​​​Advanced knowledge of Microsoft Office Suite (Outlook, Excel, and Word)·  
• Knowledge of PeopleSoft Financial System

Supervision: N/A

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.