Administrative Office Coordinator

The Administrative Office Coordinator will be an essential, active, and engaged team member who contributes to the implementation, organization, and dissemination of the strategic and operations goals of the Museum by supporting the management and organization of museum departments. This position will coordinate and carry out projects or assignments requiring initiative, independent action and specialized knowledge or expertise related to the museum’s operational procedures and goals. The Administrative Coordinator will work closely with the Museum’s leadership personnel to fulfill our complex and evolving exhibition schedule.

Essential Duties: 

• Perform administrative duties including but not limited to managing calendars, scheduling meetings and appointments, assisting staff with travel, maintaining office supply inventory, and ordering office and program supplies. 
• Assist in the coordination and dissemination of information from external OU departments on hiring and onboarding, terminations, evaluations, employee leave, payroll processing, accounts payable/receivables activity, credit card purchases and other related matters. Coordinate with and contact various departments to request information as needed.
• Support various methods for organizing, collecting, processing, and storing data retrieved for operational procedures (i.e., forms, policies, procedures, email, etc.) Supports knowledge and data file management by maintaining up-to-date documentation using Microsoft 365.
• Assist in the control of delegated budgetary expenses and the maintenance of bookkeeping records.
• Act as receptionist for the museum’s administrative offices. Respond to inquiries giving standard information concerning policy and procedures; refers callers to appropriate resource, department, or person. 
• Monitor and respond to museum organization email inquiries. 
• Collaborate with museum leadership to map, identify, and promote best practices as well as improve work processes.
• Plan and coordinate special projects.
• Coordinate with the university’s IT Department for IT needs and repairs. Secure computer access. Manage and assign computers for availability to students for use in internships. 
• Responsible for the maintenance and renewal of museum software, licensures, and memberships. 
• Assist with resolving departmental challenges as they arise. 
• Performs various other duties as needed to successfully fulfill the museum’s operational plan and goals.

** 3 References must be attached. 

Required Education and Experience: Bachelor's degree, AND:

• 12 month of 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:

• Proficient in Microsoft Office, Zoom, and other frequently used document sharing applications such as Microsoft Teams.
• Excellent professional writing skills for drafting correspondence and documents.
• Ability to communicate clearly and effectively and build rapport with Museum staff, guests, and across campus departments.
• Highly organized and able to manage multiple projects and tasks.
• Strong initiative to identify and solve problems independently.
• Able to work independently and with interdepartmental teams on various initiatives.
• Self-motivated and able to independently prioritize and complete projects and tasks in a timely manner. 

Certifications: None

Advertised Physical and Environmental Requirements:

• Communicate effectively.  
• Engage in repetitive motion.
• Standard office environment.

Departmental Preferences:

• At least 12 months previous administrative experience at OU. 
• Ability to trouble shoot software and problems. 

Supervision:

• May supervise administrative student employees.

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 .

Diversity Statement: The University of Oklahoma is committed to achieving a diverse, equitable, and inclusive university community by recognizing each person's unique contributions, background, and perspectives. The University of Oklahoma strives to cultivate a sense of belonging and emotional support for all, recognizing that fostering an inclusive environment for all is vital in the pursuit of academic and inclusive excellence in all aspects of our institutional mission.

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.