Assistant to the Director and Office Manager

University of Oklahoma•Norman, OK

About The Position

You can join the Gallogly College of Engineering Team as the Office Manager for the School of Computer Science. In this position, you will be responsible for the overall administrative needs of the school and serve as the assistant to the academic director and as the office manager. You will provide instruction and support for faculty and staff related to university policy and procedures to ensure compliance; train, supervise and back-up departmental staff; interface with departments across campus to facilitate efficient departmental operation; and organize, coordinate and perform clerical and administrative functions following established standards. As part of our team, you will also enjoy the extra perks that come along with being a staff member at the University of Oklahoma. Perks include but are not limited to the following: 27 days of paid time off per year, increasing with years of service 14 paid holidays Healthcare plan options to meet healthcare and financial needs Retirement plan options Employee wellness program featuring activities to earn up to $300 per year On-campus fitness and recreation centers, museums, gardens, and restaurants

Requirements

High School Diploma or GED, AND:
12 months office, clerical, or administrative experience
Basic math skills
Advanced computer skills with wide knowledge of business software
Proficient in Microsoft Office
Detail oriented for accuracy of data and information
Highly organized and able to handle multiple projects and deadlines
Able to communicate well and build rapport quickly with students, faculty and staff
Able to produce reports and complete work within deadlines
Strong initiative to solve problems
Creativity in problem solving
Valid driver's license required for travel
Frequent exposure to pressure caused by deadlines and busy periods
Ability to sit for long periods of time and engage in repetitive motions; able to grasp objects with fingers or hands
Communicate, including expressing oneself or exchanging information with others orally and in written form
See, including color, depth perception and clarity
Stand, sit, walk, and lift up to 10 pounds

Nice To Haves

B.S. degree
Familiarity with university systems (ONE, Course Leaf, Degree Navigator, Canvas, Slate)
Advanced Excel skills with the ability to build and manipulate spreadsheets.
Familiarity with OU Policies and Procedures

Responsibilities

Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions.
Schedules appointments for academic director.
Assists academic director with faculty evaluations, post-tenure review, tenure and promotion processes as well as faculty searches
Assists with the development, implementation, and interpretation of policies and procedures, ensuring compliance with federal, state and university policies and regulations.
Answers questions, provides information and handles complaints for internal and external customers.
Updates office procedures for more efficient operation when necessary.
Assists with preparation of budgets, controls delegated budgetary expenses and maintains budgetary records as required.
Approves departmental expenditures within predetermined guidelines.
Oversees departmental inventory reporting.
Reviews billing from contractors and vendors, adjusts as needed.
Establishes and maintains filing systems including confidential documents.
Selects, supervises, trains and evaluates performance of assigned staff.
Prepares staff schedules and monitors and approves time worked.
Coordinates departmental personnel and payroll items - monitors positions in PeopleSoft, directs SBSC regarding time supervisors and required training, etc.
Plans and coordinates special projects.
Schedules appointments and makes travel arrangements
Collects and disseminates information for internal and external customers
Performs other related duties as assigned.