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Registry Staff Assistant

3 months ago

Norman, Oklahoma, United States University of Oklahoma Full time

The Center for Early Childhood Professional Development furthers the mission of the University of Oklahoma by providing a centralized statewide program that offers training, recognition and credentialing, and conferences to Oklahoma early childhood teachers and directors. Click here to find out more about us

What we are looking for:

The Center for Early Childhood Professional Development is currently looking for an Oklahoma Registry Staff Assistant (Admin Support Spec.). You will partner alongside us to help us receive and process applications that have been submitted for our recognition and credentialing programs. Known as the Oklahoma Director's Credential (ODC) and the Oklahoma Professional Development Ladder (PDL), these programs verify formal education, early childhood experience, and training to award a participant at a certain level. The various levels provide milestones for childcare providers and connect with other areas of the state's professional development system.

What is in it for you:

On top of your hourly compensation (shown above), you will have access to

· 14 paid holidays per year

· 18 – 22 hours of PTO per month

· Insurance plans for you and your family

· Retirement options that require no contributions from the employee

· And much more For a list of OU's benefits, click here.

This position is a remote position after a three-month training period in the office.

If you are ready to make a positive impact on the next generation, prepare your resume and click Apply Online above. We look forward to hearing from you

Responsibilities:

  • Receive, sort, and document Registry applications, training documents, transcripts, education updates, participant updates, and other documents
  • Review electronic PDL/ODC application(s) and physical applications
  • Create PDL/ODC application summary sheets and file them in the appropriate location
  • Finalize PDL/ODC applications and make notes in the OPD
  • Email "incomplete" and "level drop" letters to applicants who need additional documentation to qualify
  • Scan all documents and applications into Laserfiche.
  • Enter data for training and college coursework not already in the OPDR
  • Return documents, applications, and transcripts to Advisors for corrections/updates as needed
  • Assist with coding of training documents (for quality assurance, do not enter what you code)
  • Locate, recreate, and correct any missing applications and documents as needed
  • Respond to phone call/email inquiries from child care providers regarding OPDR
  • Respond to phone call/email inquiries while following appropriate procedures
  • Communicate with applicants and update notes in OPDR software as needed
  • Keep accurate records of all contacts and enter a summary of discussions with participants in the database notes
  • Process all returned Registry postal mail
  • Meet application processing and performance reporting deadlines according to established guidelines and procedures
  • Track data and activities as directed by supervisor
  • Participate in scheduled team and center-wide meetings and required OU Outreach events as directed by supervisor
  • Submit time certification and distribution forms twice monthly
  • Submit claims for applicable work travel monthly
  • Perform related duties as assigned

Required Education: High School diploma or GED, AND:

  • 12 months of office, clerical, or administrative support experience.

Skills:

  • Ability to speak, read, and write clear, concise English
  • Ability to accurately read and understand written materials and instructions
  • Basic computer skills
  • Detail-oriented for accuracy of data and information
  • Highly organized and able to handle multiple projects and deadlines
  • Strong initiative to solve problems
  • General office skills such as multi-line phone, copying, filing, faxing, and mail
  • Customer service
  • Knowledge of correct grammatical structure, vocabulary, and formats
  • Familiar with Microsoft Office
  • Ability to type on a keyboard with minimal errors
  • Ability to work independently and manage time effectively
  • Self-motivated for productivity

Advertised Physical Requirements

  • Ability to engage in repetitive motions and grasp objects with fingers or hands.
  • Ability to communicate, including expressing oneself or exchanging information with others both verbally and in writing.
  • Ability to see, including color, depth perception, and clarity.
  • Ability to lift 30 pounds.
  • Ability to sit for long periods of time.
  • Ability to work effectively with frequent exposure to pressure caused by deadlines, busy periods, and a high volume of public contact.

Departmental Preferences:

  • Experience in child care.
  • Education in child development, early childhood education, or elementary education.
  • Knowledge of the Oklahoma Registry

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

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.