Administrative Support Specialist – 

Job Number:

242488 

Organization

: School of Biological Sciences

Job Location

: Oklahoma-Norman-Norman Campus

Schedule

: Full-time

Work Schedule: Monday through Friday; 8:00 am to 5:00 pm.

Work Type: Onsite

Salary Range: Targeted salary $33,000, based on experience

Benefits Provided: Yes 

Required Attachments: Resume, Cover Letter 

Job Description

The Dodge Family College of Arts and Sciences is looking for an Administrative Support Specialist to join our team. The Administrative Support Specialist position provides professional administrative support in the School of Biological Sciences, including faculty, staff and students.

Essential Responsibilities: 

• Office receptionist: answers incoming calls, welcomes guests, assists students, faculty and staff as needed
• Distributes departmental campus mail
• Orders office supplies
• Manages the departmental website and social media accounts
• Assists with distribution and monitoring of departmental keys
• Assists instructors with equipment checkout
• Liaison for department IT related issues
• Assists with monitoring and scheduling computer labs, research labs, and conference rooms
• Maintains confidential records
• Maintains department syllabi records
• Coordinates and assists, including ordering and picking up food or supplies, setting up for various lunches or special events for the department.
• Maintains building directories
• Processes travel reimbursements and assists with travel arrangements
• Manages departmental copier
• Performs various duties as needed to successfully fulfill the function of the position

Job Requirements

Required Education: High School diploma or GED, AND: 

• 12 months office, clerical or administrative support experience

Skills:

• Proficient navigating and maintaining databases
• Ability to speak, read and write clear, concise English
• Basic math skills
• Basic computer skills
• Proficient in Microsoft Office
• Highly organized and able to handle multiple projects and deadlines
• Able to communicate well and build rapport quickly with students, faculty and staff
• Able to produce reports and complete work within deadlines
• Able to work well with interdepartmental teams and initiatives
• General office skills such as multi-line phone, copying, filing, faxing, and mail
• Composition and proofreading skills

Certifications:

• None

Advertised Physical Requirements:

• Regular pressure to meet productivity standards; frequent exposure to pressure caused by deadlines and busy periods; requires contact with other departments and university officials, may be required to lift and move items up to 25 lbs, bend, stoop, carry, engage in repetitive motion and communicate effectively. May be required to drive to pick up supplies or food for special events.

Departmental Preferences:

• Administrative or customer service experience

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.

Hiring contingent upon a Background Check?: Yes

Special Indications: None 

Job Posting

: Sep 18, 2024

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