Administrative Support Specialist

University of Oklahoma•Norman, OK

26d•Onsite

About The Position

The Academic Success Center (ASC) promotes undergraduate retention and persistence efforts through data-informed student success initiatives including tutoring services, course assessment and placement, faculty and peer mentoring, college transition courses, and student leadership opportunities. This university-wide student success unit endeavors to cultivate, support, and celebrate academic excellence for students across all disciplines at the University of Oklahoma. The Administrative Support Specialist offers administrative support to the Associate Provost Office of the Academic Success Center. Essential Duties: Under direct supervision, performs entry-level administrative support-oriented job duties, to include but not limited to resolving routine questions and problem, filing maintenance, scheduling appointments, reception, inventory management, typing, report preparation, and correspondence. Job duties are clearly defined using standard methods and routines to accomplish tasks. Assists with front desk coverage and student support in the Academic Success Center Serves as a point of contact for student inquiries, including scheduling and appointment assistance Serves as a contact person for employees or the outside public this includes answering questions, provides information and handles complaints for internal and external customers Serves as a liaison with offices on and off campus Schedules various appointments for office personnel and ensures administrative details are completed Receives incoming calls for the office and refers calls to appropriate personnel Records messages or responds to caller with routine information Monitors and orders supplies for the office May sign associate forms as authorized by the supervisor Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor Drafts replies to such correspondence with minimal instruction Prepares various reports such as office supply expenditures and student or resident rotation schedules Distributes various forms of information to office personnel such as mail or newsletters Oversees data and record maintenance, to include but not limited to student files, inventory, personnel, and other office files Maintains office files that may be of a confidential nature such as personnel information Distributes various forms of information to oﬃce personnel such as mail or newsletters Develops informational and promotional materials Assists with website, social media, and newsletters as needed Schedules and attends events and meetings Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought. Performs various duties as needed to successfully fulfill the function of the position

Requirements

High School diploma or GED AND:
12 months office, clerical or administrative support experience.
Working knowledge of office procedures
General office and customer service skills
Working knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
Must be detail oriented for accuracy of data and information
Highly organized and able to handle multiple projects and deadlines
Ability to complete tasks in an efficient and timely manner
Ability to multitask and meet deadlines in a timely manner
Ability to work in stressful situations
Ability to communicate well and build rapport with students, faculty and staff
Ability to work independently and as a team player

Nice To Haves

Experience working in higher education
Experience with university systems

Responsibilities

Assists with front desk coverage and student support in the Academic Success Center
Serves as a point of contact for student inquiries, including scheduling and appointment assistance
Serves as a contact person for employees or the outside public this includes answering questions, provides information and handles complaints for internal and external customers
Serves as a liaison with offices on and off campus
Schedules various appointments for office personnel and ensures administrative details are completed
Receives incoming calls for the office and refers calls to appropriate personnel
Records messages or responds to caller with routine information
Monitors and orders supplies for the office
May sign associate forms as authorized by the supervisor
Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor
Drafts replies to such correspondence with minimal instruction
Prepares various reports such as office supply expenditures and student or resident rotation schedules
Distributes various forms of information to office personnel such as mail or newsletters
Oversees data and record maintenance, to include but not limited to student files, inventory, personnel, and other office files
Maintains office files that may be of a confidential nature such as personnel information
Develops informational and promotional materials
Assists with website, social media, and newsletters as needed
Schedules and attends events and meetings
Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.
Performs various duties as needed to successfully fulfill the function of the position