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Senior Administrative Coordinator
2 months ago
The Honors College plays a vital role within the University of Oklahoma, offering a robust and stimulating academic environment for highly motivated undergraduate students.
Our close-knit college community aims to cultivate a lifelong passion for intellectual exploration and personal development through a rich interdisciplinary curriculum and varied programs.
The Honors College Administrative Support Specialist acts as the primary point of contact for students, faculty, staff, and visitors to the college.
This role is crucial for ensuring the smooth daily administrative functions of the Deans' office.
The Administrative Support Specialist provides essential assistance for college programming initiatives by liaising with faculty, staff, and students across the university.
In supporting college leadership, this individual will undertake various tasks necessary for the successful execution of the role.
The ideal candidate will uphold best practices in data management, communication, and organizational health.
They will exhibit respect towards all members of the Honors College and those who engage with it.
A strong work ethic and accountability as both a team member and an individual contributor are essential, along with a welcoming demeanor towards a diverse audience.
Key Responsibilities:
- Provide administrative support for the Honors College main office, including managing multi-line phone systems, receiving office deliveries, monitoring and ordering supplies, and greeting visitors.
- Maintain confidential office files and assess office procedures, recommending improvements for enhanced functionality.
- Review and respond to email communications for the Honors College, which may include drafting letters and content for newsletters and websites.
- Address student inquiries regarding Honors College requirements.
- Support college programs by preparing data, applications, and mailings, scheduling appointments, notifying students of awards, and overseeing associated purchasing and funding in collaboration with the Director of Finance and Administration.
- Oversee and train student program assistants as needed.
- Assist in preparing annual budgets for programming and general office needs.
- Support college events and special projects as required, including all aspects of the graduation process in coordination with the Assistant to the Dean.
- Update and maintain the Honors College website.
- Compile data and statistics, preparing reports as necessary.
- Process acceptance and deferral letters for all applications.
- Perform related duties as assigned to fulfill the role effectively.
Qualifications:
Required Education: High School Diploma or GED, along with 12 months of office, clerical, or administrative experience.
Skills: Excellent oral and written communication skills; proficiency in Microsoft Office Suite; strong customer service abilities; detail-oriented with a focus on data accuracy; highly organized with the capability to manage multiple projects and deadlines; ability to work independently and collaboratively; maintain confidentiality and secure sensitive information.
Department Preferences:
- Experience working with students and faculty.
- Exceptional office management skills.
- Welcoming demeanor when interacting with students, alumni, and colleagues.
- Ability to learn new systems and processes.
- Critical thinking skills, including data collection and analysis.
- Flexibility to handle various tasks, from urgent requests to long-term planning.
Supervision: May supervise student program assistants.
Equal Employment Opportunity Statement: The University of Oklahoma adheres to all applicable federal and state laws and regulations, ensuring no discrimination based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or veteran status in any of its policies or practices.
