Senior Administrative Support Specialist

1 week ago

Norman, United States The University of Oklahoma Full time

Under general supervision, performs administrative support-oriented job duties, to include but not limited to resolving routine questions and problems, filing maintenance, scheduling appointments, reception, inventory management, typing, report preparation, and correspondence for the College of Dentistry Dental Hygiene program

Duties:

* Maintains office files that may be of a confidential nature.
* Serves as initial contact for visitors to the office, fields questions and directs visitors to the correct individual. Prepares reports, academic calendars, course schedules and final exam schedules.
* Upload grades and maintain gradebooks in Canvas
* Assist faculty with navigating Canvas and assist with course materials
* Perform account reconciliations as needed to assist Accounting with expense tracking
* Processes faculty travel expenses and reimbursements in Concur, processes invoices, Insight tickets, and service unit requests for the program. Assist with travel arrangements.
* Schedules various appointments for office personnel and ensures administrative details are completed.
* Reserves rooms and acts as a proctor for scheduled remediation exams
* Receives incoming calls for office personnel and refers to appropriate person.
* Records messages or responds to caller with routine information.
* Provides information regarding location or availability of materials, resources, and services.
* Monitors and orders supplies for the office and completes requisitions.
* Responsible for preparing correspondence.
* Reviews and responds to routine correspondence for the office personnel.
* Prepares various reports and makes copies and assembles materials.
* May act as the payroll coordinator for the department.
* Opens, routes, and prepares incoming and outgoing mail.
* Plans and organizes meetings and programs. Schedules rooms, prepares documents, tracks attendees, orders food, records and prepares minutes for the following meetings: SADHA (Student American Dental Hygiene Association), Dental Hygiene Program Admissions Committee, DH Advisory Committee, DH Faculty Kick-Off meetings, weekly faculty calibration meetings, and quarterly Periodic Assessment Committee (PAC) meetings.
* Under general supervision, the incumbent assists the student program coordinator with preparation of admissions meeting materials, email and telephone communication, set-up and tear-down of meeting equipment at events such as student recruitment, student orientations, white coat ceremony and graduation ceremony.
* Under general supervision, the incumbent will assist the student program coordinator process application materials during busy periods of the annual admissions cycle for the program.
* Performs related duties as assigned to successfully fulfill the function of the position.

Required education: High School Diploma or GED, AND:

* 24 months office, clerical, or administrative experience

Skills:

* Working knowledge of office procedures.
* General office and customer service skills.
* Working 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

Working Conditions:

* Physical: Sitting for prolonged periods. Communicate and listen effectively. Engage in repetitive motions. Use of computer and telephone. Stand, stoop, bend, and reach.
* Environmental: Office work environment

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of 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.

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.

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