Administrative Coordinator- Office of Technology Commercialization

Provides administrative support to multiple staff including the Chief Innovation and Corporate Officer, for the Office of Technology Commercialization and Corporate Partnerships. Under limited supervision, manages and oversees the day-to-day activities including but not limited to managing calendars, travel, activities, disclosure processing, agreement tracking/review, and liaison with internal and external stakeholders on behalf of CICO, OTC, and OCP.

Typical Functions May Include:

• Collects and disseminates information for internal and external customers.  Serves as the liaison on any matter directed to the specific executives with the University, Colleges, faculty, and staff, and with community constituencies. Independently researches and prioritizes incoming issues and where appropriate, determines the course of action, referral, and/or response. 
• Schedules appointments. Coordinate, including but not limited to, calendar ongoing meetings with both internal and external parties; prepare agendas, take notes, and distribute information on behalf of the CICO, OTC, OCP. 
• Makes travel arrangements.  All travel arrangements (including international and domestic, registrations, transportation, lodging, etc.) are subject to change frequently. Must be flexible, knowledgeable, and ready to make changes as needed. 
• Establishes and maintains filing systems including confidential documents. Handles problems and material of confidential and critical matters with discretion. These can also be very important matters and should be handled accordingly. Good interpersonal skills and the ability to function as a member of a team are extremely important in this position to keep all initiatives running smoothly.  Ability to work independently; excellent time management skills; strong organizational and project management skills; ability to manage multiple priorities.
• Plans and coordinates special projects.  Research, collect, and analyze data or information for preparing reports and discussions or meetings at the request of the Director.  Establish and maintain ongoing reporting processes. 
• Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions. Provides appropriate responses to written requests received; formulates and disseminates written responses and reports as appropriate. Manages requests including mail, correspondence, telephone calls, and other matters of urgency; discernment of urgency or priority to respond and determine appropriate next steps.
• Answers questions, provides information and handles complaints for internal and external customers.
• Updates office procedures for a more efficient operation when necessary.
• Manage incoming agreements, complete initial screening or review and proofreading, as well as distribution of agreements and documents. 
• Performs other related duties as assigned. 

Required Education: Bachelor’s degree and

• 12 months or related experience.

Equivalency/Substitution:  Will accept 48 months experience in lieu of the Bachelor's degree for a total of 60 months related experience.

Skills:

• Basic math skills
• Advanced computer skills with wide knowledge of business software
• Proficient in Microsoft Office; Zoom/Skype 
• Detailed oriented for accuracy of data and information
• Highly organized and able to handle multiple projects and deadlines

Departmental Preferences:

• Previous OU Experience
• 48 months of higher-level administrative support experience
• Previous experience managing multiple calendars
• Previous experience reviewing documents or agreements
• Project management experience related to multiple high-level tasks at once
• Technology skills, proficient in PC/Windows and Apple/Macintosh. 
• Detail oriented for accuracy of data and information
• Able to communicate well and build rapport quickly with students, faculty, and staff
• Able to produce reports and complete work within deadlines
• Strong initiative to solve problems
• Advanced office skills such as multi-line phone, copying, filing, faxing, and mail
• Customer service
• Ability to work both independently and with interdepartmental teams on various initiatives
• Must have advanced/proficient/writing skills for composing audits, reports, and advisories
• This position may be eligible for a hybrid remote schedule after training has concluded

Physical Requirements:

• Must be able to engage in repetitive motions and communicate effectively

Environmental:

• Standard office environment

Supervision: No Supervisory Duties 

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.