Assistant to the Directors

The University of Oklahoma•Norman, OK

About The Position

This position will provide administrative support to two associate directors of the Advanced Radar Research Center (ARRC), will assist additional ARRC faculty members with travel arrangements and reimbursements, and will assist with events involving the ARRC and/or being held at the Radar Innovations Laboratory (RIL). This position will also perform other organization-wide duties as needed, required, or designated.

Requirements

High School Diploma or GED, AND: 12 months office, clerical, or administrative experience.
Must be able to handle stressful situations
Must have good customer service skills
Must have proficient professional writing skills for drafting correspondence, summaries, and other required reports.
Basic math skills.
Proficient in Microsoft Office.
Detail oriented for accuracy of data and information.
Highly organized and able to handle multiple projects and deadlines.

Nice To Haves

Previous OU experience, particularly with travel
Experience with Concur
Experience with Peoplesoft
Previous experience managing multiple calendars
Ability to speak, read and write clear, concise English
Ability to accurately read and understand written materials and instructions
Able to communicate well and build rapport quickly with students, faculty, and staff
Able to produce reports and complete work within deadline
Strong initiative to solve problems
Ability to work both independently and with interdepartmental teams on various initiatives

Responsibilities

Administrative Assistant Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions.
Updates office procedures for a more efficient operation when necessary.
Plans and coordinates special projects.
Approves departmental expenditures within predetermined guidelines
Collects and disseminates information for internal and external customers
Manage calendars and coordinate scheduling with various parties, both external and internal to OU.
Make meeting arrangements including securing venue locations and room reservations.
Plan and book travel for all directors, following all travel rules and guidelines.
Complete expense reports for travel expenses and business meals paid on travel card for ARRC faculty and help students when needed.
Organize special projects and tasks for the directors, including those related to their teaching duties.
Compile data on ARRC faculty journal articles and book chapters annually and post to ARRC website.
Support updates of student paper awards and other sections of website as needed-will be my backup if need.
Help directors maintain their resumes, CVs and CPS’s in SciENcv, and compile faculty CVs/CPS’s for proposal submissions as well proofread special projects and task.
Complete miscellaneous errands and tasks as needed.
Assist the ARRC Event Coordination Help schedule events and tours, including securing tour host as needed and help coordinate with outside organizations hosting events in the RIL.
Keep ARRC security officer informed of all events and visitors to the RIL.
Help Book rooms and venue locations when needed.
Purchase food and beverages and submit invoices/receipts for payment.
Create and distribute event emails and flyers.
Assist with Ordering and maintaining ARRC promotional merchandise.
Assist with securing exhibit booth space, ship promotional items, and manage exhibit booth at conferences/events.
Department Support Stock coffee/kitchen supplies and keep lab organized.
Assist with on-boarding suppliers, submitting requisitions, processing invoices, and shipping as needed.
POC for incoming calls to the main ARRC phone line.
POC for office machines, such as the copy machine.
Distribute mail.
Perform general administrative duties and provide additional support to faculty, staff, and students as needed.