Lead Admin Support Specialist - Dean's Office

• 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 ETR's, 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.

• 12 months office, clerical, or administrative experience.

• 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

• Physical:

• Sit for prolonged periods.
• Communicate effectively and listens.
• Engages in repetitive motion.
• Stand, reach, stoop, and bend
• Environmental:

• Standard office environment.

• Previous executive level administrative support desired

University of Oklahoma