Lead Admin Support Specialist

Performs support-oriented job duties to a Department Head or Manager. Duties are complex and of an advanced nature, to include but not limited to maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, and coordination activities.'

Duties:

• Maintains office files that may be of a confidential nature such as  personnel information.
• Schedules various appointments for office personnel and ensures administrative details are completed.   
• Makes travel arrangements.  
• Receives incoming calls for office personnel and refers calls to appropriate personnel.  
• Records messages or responds to caller with routine information.  
• Serves as a contact person for employees or the outside public.  
• Monitors and orders supplies for the office and completes requisitions.  
• May sign associate forms as authorized by the supervisor.
• Responsible for typing and proofreading letters.  
• 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.  
• Distributes various forms of information to office personnel such as mail or newsletters.  
• Answers questions, provides information and handles complaints for internal and external customers. 
• 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. 
• Assesses office procedures and makes necessary changes in order to improve office functioning.  
• Assists in the preparation of budgets.
• Responsible for maintaining budgetary records and approving expenditures. 
• Reviews billing from contractors and vendors, adjusts as needed. Issues cash accounts, credit cards, billing and equipment codes. 
• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.  
• Performs related duties as assigned to successfully fulfill the function of the position.

Required Education: High School Diploma or GED.

• 48 months office, clerical, or administrative experience.

Skills:

• Advanced knowledge of office procedures
• Office management and customer service skills
•  Advanced 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 and meet deadlines in a timely manner
•  Ability to communicate verbally and in writing

Advertised Physical Requirements:

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

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.