Admin Support Specialist

University of Oklahoma•Norman, OK

1d•$12 - $16•Hybrid

About The Position

The Center for Early Childhood Professional Development at the University of Oklahoma is seeking an Oklahoma Registry Staff Assistant (Admin Support Spec.) to support its recognition and credentialing programs: the Oklahoma Director’s Credential (ODC) and Oklahoma Professional Development Ladder (PDL). The programs verify participants’ formal education, early childhood experience, and training to award credential levels. This role receives and processes applications and related materials, communicates with applicants and childcare providers, and maintains accurate records in the OPDR. The position is hybrid: after a training period, the employee generally works in the office one day per week and remotely on the remaining days; additional office days may be required based on operational needs. The work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. Travel is not required.

Requirements

High school diploma or GED.
At least 12 months of office, clerical, or administrative support experience.
Ability to speak, read, and write clear, concise English.
Ability to accurately read and understand written materials and instructions.
Basic computer skills.
Attention to detail and accuracy with data and information.
Strong organization and ability to handle multiple projects and deadlines.
Initiative to solve problems.
General office skills, including multi-line phone use, copying, filing, faxing, and mail.
Customer service skills.
Knowledge of correct grammatical structure, vocabulary, and formats.
Familiarity with Microsoft Office.
Ability to type with minimal errors.
Ability to work independently and manage time effectively.
Self-motivation and focus on productivity.

Nice To Haves

Experience in child care.
Education in child development, early childhood education, or elementary education.
Knowledge of the Oklahoma Registry.

Responsibilities

Receive, sort, and document Registry applications, training documents, transcripts, education updates, participant updates, and other documents.
Review electronic PDL/ODC applications and physical applications.
Create PDL/ODC application summary sheets and file them in the appropriate location.
Finalize PDL/ODC applications and make notes in the OPDR.
Email incomplete and level-drop letters to applicants who need additional documentation to qualify.
Enter training and college coursework data not already in the OPDR.
Return documents, applications, and transcripts to Advisors for corrections or updates as needed.
Assist with coding training documents; for quality assurance, do not enter the documents you code.
Locate, recreate, and correct missing applications and documents as needed.
Respond to phone and email inquiries from childcare providers regarding OPDR, following appropriate procedures.
Communicate with applicants and update notes in OPDR software as needed.
Keep accurate records of contacts and enter summaries of discussions with participants in database notes.
Process returned Registry postal mail.
Meet application-processing and performance-reporting deadlines according to established guidelines and procedures.
Track data and activities as directed by the supervisor.
Participate in scheduled team and center-wide meetings and required OU Outreach events as directed by the supervisor.
Submit time certification and distribution forms twice monthly.
Submit claims for applicable work travel monthly.
Perform related duties as assigned.