Administrative Support Spec Sr (Administrative)

The administrative support specialist for Educational Psychology is responsible for managing and providing professional, organized and proficient administrative and clerical support to the Department Chair other clerical duties as deemed appropriate by the Department Chair and Business Manager.

Essential Duties: 

• Unlock doors, turn on equipment
• Monitor work area for cleanliness and Office/copy supplies
• Record/process/distribute meeting minutes for various Department Chair meetings and initiatives
• Draft, type and proof-read memos, letters, reports, and records for Department Chair as needed
• Manage calendars as requested and deemed appropriate
• Schedule meetings and appointments for Department Chair
• Daily coordination and prioritization of time sensitive documents
• Check and distribute mail daily
• Create and maintain spreadsheets and data bases as deemed appropriate
• Supervise student employees
• Assist with and coordinate and carry out special event/project planning for department
• Serve as liaison with entities on and off campus as deemed appropriate by Department Chair
• Coordinate and work with Business Manager to conduct purchasing activities as needed for department utilizing pcard, travel card, and crimson corner processes and procedures
• Assist in monitoring and tracking various budgetary activities (verifying and reconciling pcard and crimson corner, various funds and their expenditures, faculty funds, utilizing policies and procedures as identified)
• Assist with preparation and dissemination of Accreditation, CDRP and APR report
• Record maintenance (security, disposal, organizing) as deemed appropriate by Department Chair
• Assist with faculty searches as requested and enter into By-Committee
• Submit information regarding hires for Adjuncts and GA's as called for and in a timely fashion
• Type and prepare offer letters and submit to Administration for processing paperwork once offer is accepted
• Ensure all new hires have been to Payroll and filled out paperwork before starting employment
• Ensure all timesheets have been submitted and approve in a timely fashion
• Review payroll extract
• Work with Shared Services to facilitate travel arrangements when necessary (rates, locations, reservations, appropriate forms, etc.)  Ability to use the ConCur system and book guest travel
• Assist with Department Faculty Progress Towards, Tenure/Promotion and Post Tenure procedures
• Prepare and collect Faculty Evaluations as deemed appropriate by Department Chair
• Assist with Textbook adoption and ordering
•  Assist with maintaining student records and enrollment assistance as deemed appropriate by Department Chair
• Assist with Department recruiting initiatives
• Prepare and submit reimbursement forms
• Ensure email lists for Departments including students are current
• Secure key fobs and retain sign out sheets
• Assessment data entry into TracDat
• Record keeping and maintenance of personnel files for faculty, staff assistants, student workers, adjuncts, and graduate assistants
• Collect and maintain files of current and previous Course Syllabi
• Check for low enrollment – take appropriate action
• Ensure schedule for Fall, Spring, and Summer courses is accurate for next academic year
• Course Change Form submission
• Assist with Department recruiting initiatives
• Request exam/desk copies
• Ensure Course Evaluation Preparation is correct
• Submit work orders
• Obtain and distribute parking passes as needed
• Assist Administration with Faculty Moving Allowance paperwork as needed
• Submit paperwork for background checks on new employees
• Submit required paperwork for international students
• Complete all required training
• All other job duties as assigned or deemed appropriate by the Business Manager, Department Chair, and the Dean

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.

Departmental Preferences:

• None

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.