PEAK - Finance and Operations Assistant

University of Oklahoma•Norman, OK

10d

About The Position

Performs support-oriented job duties to a Department Head or Manager. Duties are complex and of an advanced nature, to include but not limited to maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, assisting with budget preparation, and coordinating activities. Serves as a resource to other support personnel. May supervise support staff. Maintains office files that may be of a confidential nature such as patient or personnel information. Schedules various appointments for office personnel and ensures administrative details are completed. Makes travel arrangements. Receives incoming calls for office personnel and refers calls to appropriate personnel. Records messages or responds to caller with routine information. Serves as a contact person for employees or the outside public. Monitors and orders supplies for the office and completes requisitions. May sign associate forms as authorized by the supervisor. Responsible for typing and proofreading letters, manuscripts, lectures, grant proposals, and medical information. 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. Performs statistical, business research, and routine computations that require knowledge of mathematics. Assesses office procedures and makes necessary changes in order to improve office functioning. Assists in personnel selection of the clerical staff. May assume responsibility for training, assigning and checking work of subordinates. Assists in the preparation of budgets. Responsible for maintaining budgetary records and approving expenditures. Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought. Performs related duties as assigned to successfully fulfill the function of the position.

Requirements

High School Diploma or GED
36 months administrative support experience
Advanced knowledge of office procedures
Ability to use a computer and calculator
Advanced knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
Excellent interpersonal skills
Ability to work independently and as a team player
Ability to complete tasks in an efficient and timely manner
Must be detail oriented
Ability to multitask, be organized, and self-motivated
Ability to work in stressful situations and meet deadlines in a timely manner
Ability to communicate verbally and in writing
Hiring contingent upon a background check

Responsibilities

Maintaining files
Scheduling appointments
Managing inventory
Typing
Preparing reports and correspondence
Distributing information
Conducting research and computation
Managing office procedures
Assisting with budget preparation
Coordinating activities
Serving as a resource to other support personnel
Supervising support staff
Maintaining confidential office files
Scheduling appointments for office personnel
Ensuring administrative details are completed
Making travel arrangements
Receiving incoming calls and referring them to appropriate personnel
Recording messages or responding to callers with routine information
Serving as a contact person for employees or the outside public
Monitoring and ordering supplies for the office
Completing requisitions
Signing associate forms as authorized by the supervisor
Typing and proofreading letters, manuscripts, lectures, grant proposals, and medical information
Reviewing and responding to routine correspondence
Drafting replies to correspondence
Preparing various reports
Distributing various forms of information
Performing statistical, business research, and routine computations
Assessing office procedures and making necessary changes
Assisting in personnel selection of clerical staff
Assuming responsibility for training, assigning and checking work of subordinates
Assisting in the preparation of budgets
Maintaining budgetary records
Approving expenditures
Planning, coordinating, and expediting special activities or projects