Senior Administrative Specialist – 

Job Number:

250150 

Organization

: Academic Advising

Job Location

: Oklahoma-Norman-Norman Campus

Schedule

: Full-time

Work Schedule: Monday to Friday, 8:00 am to 5:00 pm

Work Type: Onsite

Salary Range: Targeted salary $38,000 based on experience

Benefits Provided: Yes 

Required Attachments: Resume, Cover Letter 

Job Description

Coordinates Advising Office functionality and performs specialized clerical duties and other duties as assigned. This includes preparing budgetary records and expenditures; initiating Advising Office purchases, making travel and conference arrangements; planning and organizing campus and college events; screening incoming calls; scheduling appointments; compiling reports; use of specialized software and programs and platforms to maintain data bases, records and create and reports; maintain filing systems and all confidential records/ documents; drafting and creating memorandum, letters, reports and records.

General Clerical: 

1. Greeting students and guests as they enter the office.
2. Answer office phone, respond to or route questions about education policies, full admission, changing majors, and alternative certification.
3. Respond to emails from OU email or JRCoE email, and forward education information emails.
4. Send out specialized emails/ correspondence to students (New Admits, full admission, Deans Honor Roll, Special Distinction, etc).
5. Send out mass emails to students (Reminders, Deadlines, and Funding Opportunities)
6. Working with confidential student documents- change of major, name change, background check forms, MOU’s and Sex Offender Affidavit, etc
7. Oversee all processes regarding background checks and required documents for entry into the teacher preparation program.
8. Correspond with Enrollment Services on COM and adding PPC codes for full admission, for current and incoming students, oversee process to send in all COM via iAdvise.
9. Correspond with alternative certification students, assembling all required paperwork and logging in master list. Log and compile all info necessary to evaluate students for alt cert, transcript evaluation and late certification requests.
10. Assist advisors and faculty program leads locate info/documents on prospective and current students.

Budget, Travel, and Expenditures: 

1. Budget- review and reconcile monthly budget expenditures to ensure they are correct and appropriate.
2. Travel Requel and Approval- research cost for travel, hotel, per diem, mileage, and parking, etc. for authorization form and fill out request. Get appropriate signatures.
3. Order all supplies- check, maintain and order office supplies, business cards, and recruitment materials.
4. Update and maintain Touchnet for BGC credit card payments (Background check and Study Abroad).

Scheduling: 

1. Set up regular advising appointments and prospective student appointments in iAdvise.
2. Schedule meetings with staff and faculty.
3. Schedule student full admission interviews with faculty and program areas.
4. Recruitment events- help set up and prepare for various recruitment events.
5. Reserve rooms for meetings/ events.
6. Coordinate student’s availability and schedule Money Talks and Debt Free Teacher meetings.

Filing Systems: 

1. Manage Laserfiche Data in JRCoE folders and Shared Services including all workflows, addition of folders, movement of documents into confidential folders, and tracking emails and documents scanned into Laserfiche to make sure they are labeled correctly and routed to the appropriate folders.
2. Build all workflows and assist in building of Laserfiche forms and Linc docs.
3. Scan documents into Laserfiche- scan all student documents into Laserfiche student file, BCG, OGET, full admission application, VA form, flat rate tuition waivers, petitions, add/drop, iPad contract, Lew Wentz Debt Free Teacher, Outstanding Senior, Alternative Certification packets, etc. Organizing all documents into proper Advising Office and student files.
4. Maintain all school partner MOU docs in Laserfiche.
5. Scan and log all alternative certification requests.
6. Scan and maintain financial forms for student programs (Inspired to Teach, TSEIP, Teach Grant).
7. Create new and prospective student folders for documents and graduate cards in Laserfiche.

Reports, Logs, and Databases: 

1. Compile data and create report for the Oklahoma State Regent’s Teacher Ed Adm Survey.
2. Compile and create various reports via Cognos and Salesforce as requested by the Dean or Assistant Dean (background checks, retention projects, fully admitted students, and newly declared majors, etc).
3. Maintain logs/ spreadsheets for Money Talks attendance, course waitlists, alternative certification requests, petition task force logs, etc.
4. Salesforce Database entries- maintain records for undergrad students, create new records for admitted students, and update any changes that occur in student records: name changes, iPad received, background checks cleared, contracts, opt outs, change of major, full admission, certification exams, etc.
5. Keep current flyers and info sheets updated in Aristotle.

Coordinating Special Projects and Other Duties as Assigned: 

1. Digital initiatives and iPads- determine eligibility of students who will receive iPads and manage all iPad contracts. Track students who have left the program and send memos to the students to remind them of policy on return or purchase. Work with JRCoE IT on billing notifications. Monitor and maintain iPads contract for OU Tulsa students.
2. May also include setting up databases of information, graduates, alumni, recommendations for certifications or other documentation; preparation for recruitment and enrollment events; helping at ceremonies such as convocations and other student services duties as assigned.

Job Requirements

Required Education: 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:

• Sit for prolonged periods.
• Communicate effectively and listens.
• Engage in repetitive motion.
• Use of computer and telephone.
• Stand, stoop, bend, and reach.
• Standard office environment.

Departmental Preferences:

• Continuing to provide College of Education support as Staff Assistant III.

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.

Hiring contingent upon a Background Check?: Yes

Special Indications: None 

Job Posting

: Jan 17, 2025

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