Lead Administrative Support Specialist

1 week ago

Oklahoma City, United States The University of Oklahoma Full time

The Office of Research Administration (ORA) Lead Admin Support Specialist is a clerical staff member responsible for University-wide intake of grant and contract proposals and awards throughout the sponsored project life cycle. The Lead Admin Support Specialist and the Admin Team serve as the primary point of intake for document processing in ORA. This team streamlines the intake process to ensure that all necessary documents are received, appropriately tracked both physically and electronically and distributed within the ORA office, the campus community, and external entities. This position/team serves as support to the Grants and Contracts team of SPAs throughout the lifecycle of the project.

As part of the ORA Admin Team, the Lead Admin Support Specialist enters and ensures accuracy and completion of project-related data and records maintained in ORA's electronic databases and document management systems, including SoonerTrack and PeopleSoft. These activities are performed at proposal time and at the request of the Sponsored Program Administrators (SPA's) or management. This position utilizes knowledge of policies and procedures to facilitate the processes related to pre-award grants and contracting. This position is responsible for receiving all incoming phone calls for office personnel and refers calls appropriately. This position reports to and assists the Sr Administrative Manager.

Duties:

  • Maintains office files that may be of a confidential nature such as patient or personnel information.
  • Schedules various appointments for office personnel and ensures administrative details are completed.   
  • Makes travel arrangements.  
  • Receives incoming calls for office personnel and refers calls to appropriate personnel.  
  • Records messages or responds to caller with routine information.  
  • Serves as a contact person for employees or the outside public this includes answering questions, provides information and handles complaints for internal and external customers.  
  • Monitors and orders supplies for the office and completes requisitions.  
  • May sign associate forms as authorized by the supervisor.
  • Responsible for typing and proofreading letters, manuscripts, lectures, grant proposals, and medical information.  
  • Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor.  
  • Drafts replies to such correspondence with minimal instruction. 
  • Prepares various reports such as office supply expenditures and student or resident rotation schedules.  
  • Distributes various forms of information to office personnel such as mail or newsletters.  
  • Performs statistical, business research, and routine computations that require knowledge of mathematics.  
  • Calculates service costs and issues service contracts for on and off campus vendors. 
  • Assesses office procedures and makes necessary changes in order to improve office functioning.  
  • Assists in personnel selection of the clerical staff.  May assume responsibility for training, assigning and checking work of subordinates.  
  • Acts as the payroll coordinator for the department or assists the payroll coordinator by providing oversight. 
  • Collects time sheets, enters into PeopleSoft, tracks leave, completes ETR¿s, and special pays.  
  • Assists in the preparation of budgets.  Responsible for maintaining budgetary records and approving expenditures.   
  • Reviews billing from contractors and vendors, adjusts as needed. Issues cash accounts, credit cards, billing and equipment codes. 
  • Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.  
  • May supervise other clerical staff, to include but not limited to selecting, training and evaluating performance of assigned staff, preparing staff schedules and tracking time worked in the timekeeping system.
  • Performs related duties as assigned to successfully fulfill the function of the position.

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