Administrative Support Specialist

2 days ago

Oklahoma City, Oklahoma, United States University of Oklahoma Full time
Job Title: Lead Admin Support Specialist

OU Health Stephenson Cancer Center is Oklahoma's only National Cancer Institute (NCI)-Designated Cancer Center, and one of only 72 NCI-Designated Cancer Centers in the United States. This highly competitive accreditation ensures that our patients receive the highest standard of care and have access to the most advanced cancer treatment options.

About the Role

The Lead Administrative Support Specialist performs complex and advanced support-oriented job duties to the Clinical Trials Office (CTO). These duties include maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, assisting with budget preparation, coordinating activities, serving as a payroll coordinator, and supervising support staff.

Key Responsibilities
  • 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.
  • Receives incoming calls for office personnel and refers calls to appropriate personnel.
  • Monitors and orders supplies for the office and completes requisitions.
  • 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.
  • 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.
  • Answers questions, provides information, and handles complaints for internal and external customers.
  • Performs statistical, business research, and routine computations that require knowledge of mathematics.
  • Assesses office procedures and makes necessary changes to improve office functioning.
  • Assists in personnel selection of the clerical staff and 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.
  • Assists in the preparation of budgets and 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, including selecting, training, and evaluating performance of assigned staff, preparing staff schedules, and tracking time worked in the timekeeping system.
Requirements
  • High School Diploma or GED.
  • 12 months of office, clerical, or administrative experience.
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.

The University of Oklahoma is an equal opportunity employer and 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.

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