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Senior Administrative Coordinator
2 months ago
The Honors College plays a vital role within the University of Oklahoma, offering a dynamic and intellectually stimulating environment for undergraduate students.
Our close-knit community is dedicated to fostering a culture of lifelong learning and personal development through a rich interdisciplinary curriculum and diverse program offerings.
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 operations of the Deans' office.
The Administrative Support Specialist provides essential assistance for college programming activities, facilitating communication among faculty, staff, and students across the campus.
In supporting college leadership, this individual will undertake various responsibilities to effectively fulfill the requirements of the position.
The ideal candidate will uphold best practices in data management, workplace communication, and organizational effectiveness.
They will exhibit respect towards 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, suggesting improvements to enhance functionality.
- Review and respond to email correspondence for the Honors College, including 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 overseeing 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 office needs.
- Contribute to college events and special projects as required, including supporting the graduation process in coordination with the Assistant to the Dean.
- Maintain the Honors College website by updating content and design.
- Compile data and statistics, preparing reports as necessary.
- Process acceptance and deferral letters for applications.
- Perform related duties as assigned to ensure the successful operation of the position.
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 office and customer service skills; ability to build rapport with students, faculty, and staff; detail-oriented; highly organized; capable of managing multiple projects and deadlines; ability to maintain confidentiality.
Department Preferences:
- Experience working with students and faculty.
- Excellent office management skills.
- Welcoming demeanor when interacting with students and staff.
- Aptitude for learning new systems and processes.
- Critical thinking skills for data analysis and report preparation.
- Ability to handle a variety of tasks, from urgent requests to long-term planning.
Supervision:
May supervise student program assistants.
Special Instructions:
Final candidates will be subject to the University of Oklahoma's Tuberculosis Testing policy.
Equal Employment Opportunity Statement:
The University of Oklahoma does not discriminate 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, practices, or procedures.
