College of Business - Administrative Specialist III

University of Central Oklahoma•Edmond, OK

17h•Onsite

About The Position

The College of Business is seeking an Administrative Specialist III. This is a regular, full-time, salaried, non-exempt, and benefit-eligible staff position. The typical work schedule is Monday-Friday, 8 am-5 pm, in-office at UCO's main campus in Edmond, Oklahoma. This is a senior-level professional position that involves performing specialized, high-level, and/or complex administrative support duties. The role requires using discretion to make judgments based on specific operating guidelines and policies, particularly concerning communications and confidentiality. The position is responsible for the day-to-day operations of the Dean’s Suite, coordinating projects, and developing office procedures. It involves overseeing the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, and correcting errors or problems. The role also involves developing and maintaining confidential or complex files, interpreting and advising on programs, policies, or rules, assisting leadership in program/event planning, administering budgets, and coordinating academic and/or staff personnel matters. The position aims to prevent and resolve problems that significantly impact departmental goals and may involve managing calendars, appointments, and chairing events and meetings. Additionally, it will support the college’s 2BLeader Program with tasks such as ordering supplies, event management, and student/mentor communications. The role provides college-level budgetary support, serves as the Dean’s Suite receptionist, offers backup support for payroll and budget monitoring, and assists Deans and the Office Manager with daily operations, including correspondence and phone calls. Independent decisions on office operations may be made in the absence of leadership. The position provides consultation, clarifies policies and procedures, resolves problems, and advises on university travel policies and procedures, assisting members with travel forms. It facilitates the procurement and payment process, advises on State and University procurement policies, and assists in budget preparation and maintenance, including requisitions and invoice tracking. The role manages the preparation of reports, special projects, and events, and composes correspondence, reports, and electronic transmissions. The Administrative Specialist III also serves as the Building Captain and College Safety Liaison for the College of Business. They manage budgets, financial processes (including travel reimbursements), organize and make purchases for office supplies, and prepare requisitions and purchase orders. The role includes managing the Dean’s Suite administrative services and supervising student employees. Responsibilities for the 2BLeaders Program include handling communications with vendors, students, mentors, and stakeholders, coordinating and executing all aspects of events, managing event spaces, coordinating food and catering, and overseeing student application processes. The position 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.
Will 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.
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.