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Senior Administrative Coordinator

2 months ago

Norman, Oklahoma, United States InsideHigherEd Full time
Position Overview:

The Honors College plays a pivotal role within the University of Oklahoma, offering a robust and stimulating academic experience for driven undergraduate students.

Our close-knit community is dedicated to fostering a lifelong passion for learning and personal development through a diverse and interdisciplinary curriculum.

The Honors College Administrative Support Specialist acts as the primary liaison for students, faculty, staff, and visitors to the college.

This role is crucial for ensuring the smooth daily operations of the Deans' office.

The Administrative Support Specialist provides vital assistance for college programming initiatives, facilitating communication among faculty, staff, and students across the university.

In supporting college leadership, this individual will undertake various responsibilities essential for the effective execution of the role.

The ideal candidate will uphold best practices in data management, workplace communication, and organizational effectiveness.

They will exhibit respect for all members of the Honors College community 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, routing calls, receiving office deliveries, monitoring and ordering supplies, and greeting guests.
  • Maintain confidential office files and assess office procedures, recommending improvements for enhanced functionality.
  • Handle email correspondence for the Honors College, which may include drafting letters and creating 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 coordinating funding with the Director of Finance and Administration.
  • Oversee and train student program assistants as needed.
  • Assist in preparing annual budgets for programming and office needs.
  • Contribute to college events and special projects as required, including supporting graduation processes in collaboration with the Assistant to the Dean.
  • Update and maintain the Honors College website content and design.
  • Compile data and prepare reports as necessary.
  • Process acceptance and deferral letters for applications.
  • Perform additional 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 verbal and written communication skills; proficiency in Microsoft Office Suite; strong customer service abilities; detail-oriented with a focus on data accuracy; capable of managing multiple projects and deadlines; ability to work independently and collaboratively; maintain confidentiality of sensitive information.


Physical Requirements:

Ability to sit for extended periods, engage in repetitive motions, and manage pressure from deadlines and busy periods. Must effectively interact with a diverse range of individuals.


Department Preferences:

Experience with student and faculty interactions, strong office management skills, a welcoming demeanor, adaptability to new systems, and critical thinking abilities.


Supervision: May supervise student program assistants.