Admin Support Specialist

University of Oklahoma•Norman, OK

1d•Hybrid

About The Position

The Center for Early Childhood Professional Development is seeking an Oklahoma Registry Staff Assistant (Admin Support Spec.) to help receive and process applications for the Oklahoma Director’s Credential (ODC) and Oklahoma Professional Development Ladder (PDL). These recognition and credentialing programs verify participants’ formal education, early childhood experience, and training, award participants at different levels, and connect with other areas of Oklahoma’s professional development system. This is a hybrid position. Following a training period, the employee will generally work in the office one day per week and remotely the remaining days. Additional in-office days may be required based on operational needs. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; travel is not required. The position has no supervisory duties, and employment is contingent upon a background check.

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 of data and information.
Strong organization skills and ability to handle multiple projects and deadlines.
Initiative and problem-solving ability.
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 productivity.
Ability to engage in repetitive motions and grasp objects with fingers or hands.
Ability to communicate verbally and in writing.
Ability to see, including color, depth perception, and clarity.
Ability to lift 30 pounds.
Ability to sit for long periods.
Ability to work effectively under pressure from deadlines, busy periods, and a high volume of public contact.
Must pass a background check.

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 and physical PDL/ODC 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 coded.
Locate, recreate, and correct missing applications and documents as needed.
Respond to childcare providers’ phone and email inquiries regarding OPDR, following appropriate procedures.
Communicate with applicants and update notes in OPDR software as needed.
Maintain accurate records of contacts and enter summaries of participant discussions 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.