College of Liberal Arts, Dean's Office - Administrative Specialist III

University of Central Oklahoma•Edmond, OK

4d•Onsite

About The Position

The Administrative Specialist performs specialized, high level, and/or complex administrative support duties; supports specialized programs for a department, functional area, or college. Uses discretion to make judgments based on specific operating guidelines and policies and with respect to communications and confidentiality. Ensures that departmental operations comply with organizational policies and procedures as well as applicable laws and regulations. Participates in and contributes to special projects and programs as directed by the department head. Composes and/or prepares correspondence, promotional materials, forms, newsletters, and/or manuals. May track and prepare budget reports and maintain records and databases. May conduct specialized research, extract data from appropriate relational databases, create reports and spreadsheets, create presentations, plan conferences or events, or provide purchasing and payroll support for department or unit. May respond to and initiates inquiries, explain policies, and answer questions. Performs work under general supervision. Handles moderately complex issues and problems and refers more complex issues to higher-level staff. Possesses solid working knowledge of subject matter.

Requirements

Bachelor’s degree in job related field plus 6+ years of work experience or equivalent combination of education and experience.
Excellent oral and written communication, interpersonal, and organizational skills.
Computer proficiency, preferably in Microsoft Office with experience in Word, Excel, Adobe Acrobat and working in databases and creating professional documents.
Must be detail oriented.
Ability to work independently, handle multiple tasks simultaneously, and interact professionally with all segments of the university community.
Ability to maintain confidentiality.

Responsibilities

Assist with input and finalization of college class schedules and coordinate classroom assignments in the Liberal Arts Building and for the college’s rooms in the Center for Transformative Learning and Old North.
Coordinate and manage scholarship databases and processes.
Coordinate events initiated by the Dean’s Office.
Assist the Development Officer with advancement events.
Assist departments, as needed, in planning and coordinating special events.
Schedule reservations and maintain appropriate documentation of non-class events held within the Liberal Arts Building.
Serve as Dean’s Office’s representative on the Liberal Arts Symposium Committee.
Serve as back-up to other staff members in the Dean’s Office.
Serve as Building Co-Captain and coordinate work order submissions.
Greet and direct visitors to the appropriate personnel and ensure that telephones are answered promptly.