Performs support-oriented job duties to a Department Head or Manager. Duties are complex and of an advanced nature, to include but not limited to maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, assisting with budget preparation, and coordinating activities. Serves as a payroll coordinator and resource to other support personnel. May supervise support staff.
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
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
Answers questions, provides information and handles complaints for internal and external customers
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 ETRs, 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
Education: High School Diploma or GED AND
Experience: 48 months office, clerical, or administrative experience
Skills:
Advanced knowledge of office procedures
Office management and customer service skills
Advanced knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
Excellent interpersonal skills
Ability to work independently and as a team player
Ability to complete tasks in an efficient and timely manner
Must be detail oriented for accuracy of data and information
Ability to multitask, be organized, and self-motivated
Ability to work in stressful situations and meet deadlines in a timely manner
Ability to communicate verbally and in writing
Working Conditions:
Physical: Sit for prolonged periods. Communicate effectively and listens. Engages in repetitive motion. Stand, reach, stoop, and bend.
Environmental: Standard office environment
Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of 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. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.
Diversity Statement: The University of Oklahoma is committed to achieving a diverse, equitable, and inclusive university community by recognizing each person's unique contributions, background, and perspectives. The University of Oklahoma strives to cultivate a sense of belonging and emotional support for all, recognizing that fostering an inclusive environment for all is vital in the pursuit of academic and inclusive excellence in all aspects of our institutional mission.