College of Business - Administrative Specialist III

University of Central Oklahoma•Edmond, OK

2d•Onsite

About The Position

Performs specialized, high level, and/or complex administrative support duties; Uses discretion to make judgments based on specific operating guidelines and policies and with respect to communications and confidentiality. Performs a variety of administrative duties for the College of Business which may include multiple programs and areas. Responsible for day-to-day operations of the Dean’s Suite; coordinates projects assigned; develops office procedures. Oversee the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems. Develops and maintains confidential or complex files. Interprets and advises internal and external customers on programs, policies or rules. Assists leadership in program/event planning; administers budgets; and coordinates academic and/or staff personnel matters. Prevents and resolves problems that have a significant impact on the overall goals of the department. May have contact with and must maintain sensitive, complex and confidential information. May be responsible for managing calendars, appointments, chair events and meetings. Will assist the college’s 2BLeader Program with ordering of supplies, event management, student and/or mentor communications, etc. Responsible for day-to-day operations in the College of Business Dean’s Office; coordinates and manages assigned projects; develops office procedures that reflect program policies and provides responsive student and faculty support. Provides college level budgetary support to the Associate Dean and Office Manager. Serves as Dean’s Suite receptionist for visitors, students, faculty/staff. Provides back up support for entering and monitoring all adjunct payroll and budget. Assists Associate and Assistant Deans and/or Office Manager with daily office operations which include correspondence and phone calls on their behalf. Making independent decisions on office operations in the absence of the Associate and Assistant Deans and/or Office Manager. Provides consultation, clarifying policies and procedures, and resolving problems. Advises department members of university travel policies and procedures. Assists members with various travel forms. Facilitates procurement and payment process for college. Advises on State and University procurement policies and procedures. Assists in the preparation and maintenance of the college budgets, including preparing requisitions and tracking throughout and to payment of invoices. Manages preparation of reports, special projects and events, etc. Composes and/or prepares correspondence, reports, and electronic transmissions to all college faculty and staff. Performs duties of Building Captain for the entire College of Business as well as duties as College Safety Liaison. Manages budgets, financial processes, including travel reimbursements, organizes and makes purchases for office supplies and prepares requisitions and purchase orders. Manages the Dean’s Suite, including administrative services, and supervision of student employees to ensure adherence to quality standards, deadlines, and proper procedures, and the correction of errors or problems. Handle all communications, including emails, phone calls, and correspondence with vendors, student participants, mentors and other stakeholders for the 2BLeaders Program. Coordinate and execute all aspects of events from planning through completion reservation and manage event spaces, ensuring all logistical needs are met. Coordinate food and catering services, including ordering, delivery, and setup for the 2BLeaders Program. Oversee 2BLeaders student application processes, ensuring accuracy, completeness, and timely follow-up. Work directly with students to provide support, answer questions, and facilitate engagement Performs other duties as required to support the mission and function of the area of responsibility.

Requirements

Bachelor’s degree in job related field plus 6+ years of work experience or equivalent combination of education and experience.
Good supervisory skills.
Literate in computer usage and word processing including, but not limited to Word, Excel and Access.
Excellent telephone etiquette, communication, interpersonal and public relations skills.
Ability to work well with others fostering a positive working relationship.
Ability to operate office equipment.
Ability to accurately type.
Ability to multi-task.
Demonstrates a warm and caring professional service oriented attitude.
Must be self-motivated.
Ability to listen and synthesize directives.

Nice To Haves

3+ years of experience in office management, policies and procedures.
Minimum of one year of bookkeeping or financial tracking experience.

Responsibilities

Performs specialized, high level, and/or complex administrative support duties.
Uses discretion to make judgments based on specific operating guidelines and policies and with respect to communications and confidentiality.
Performs a variety of administrative duties for the College of Business which may include multiple programs and areas.
Responsible for day-to-day operations of the Dean’s Suite; coordinates projects assigned; develops office procedures.
Oversee the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems.
Develops and maintains confidential or complex files.
Interprets and advises internal and external customers on programs, policies or rules.
Assists leadership in program/event planning; administers budgets; and coordinates academic and/or staff personnel matters.
Prevents and resolves problems that have a significant impact on the overall goals of the department.
May have contact with and must maintain sensitive, complex and confidential information.
May be responsible for managing calendars, appointments, chair events and meetings.
Assist the college’s 2BLeader Program with ordering of supplies, event management, student and/or mentor communications, etc.
Provides college level budgetary support to the Associate Dean and Office Manager.
Serves as Dean’s Suite receptionist for visitors, students, faculty/staff.
Provides back up support for entering and monitoring all adjunct payroll and budget.
Assists Associate and Assistant Deans and/or Office Manager with daily office operations which include correspondence and phone calls on their behalf.
Makes independent decisions on office operations in the absence of the Associate and Assistant Deans and/or Office Manager.
Provides consultation, clarifying policies and procedures, and resolving problems.
Advises department members of university travel policies and procedures.
Assists members with various travel forms.
Facilitates procurement and payment process for college.
Advises on State and University procurement policies and procedures.
Assists in the preparation and maintenance of the college budgets, including preparing requisitions and tracking throughout and to payment of invoices.
Manages preparation of reports, special projects and events, etc.
Composes and/or prepares correspondence, reports, and electronic transmissions to all college faculty and staff.
Performs duties of Building Captain for the entire College of Business as well as duties as College Safety Liaison.
Manages budgets, financial processes, including travel reimbursements, organizes and makes purchases for office supplies and prepares requisitions and purchase orders.
Manages the Dean’s Suite, including administrative services, and supervision of student employees to ensure adherence to quality standards, deadlines, and proper procedures, and the correction of errors or problems.
Handle all communications, including emails, phone calls, and correspondence with vendors, student participants, mentors and other stakeholders for the 2BLeaders Program.
Coordinate and execute all aspects of events from planning through completion reservation and manage event spaces, ensuring all logistical needs are met.
Coordinate food and catering services, including ordering, delivery, and setup for the 2BLeaders Program.
Oversee 2BLeaders student application processes, ensuring accuracy, completeness, and timely follow-up.
Work directly with students to provide support, answer questions, and facilitate engagement.
Performs other duties as required to support the mission and function of the area of responsibility.