Office Administration Support Specialist

Oral Roberts University • Tulsa, OK

2d

About The Position

The Office Administration Support Specialist assists the Office of the Provost by maintaining a mature, professional atmosphere for visitors, guests, faculty, and staff. The role provides office support by managing workflow, maintaining electronic records and tracking systems, and meeting high-priority deadlines. It also represents and coordinates travel for the Provost’s Office and carries out administrative tasks needed for daily office operations.

The specialist serves as the Provost Office welcome-desk representative, assists guests, manages correspondence and workflow, processes billing and reconciliations, and provides administrative support for office projects and events. The role also organizes trips and conferences, maintains office spaces, helps prepare for meetings and meals, and proofreads scripts and academic documents. A high level of professionalism, attention to detail, and confidentiality is required.

Requirements

• At least one year of experience in a related field.
• Proficiency in Microsoft Office Suite.
• Professional appearance and the ability to maintain a high level of confidentiality regarding information and office processes.
• Good listening skills and willingness to learn.
• Maintain compliance with the Family Educational Rights and Privacy Act (FERPA) policy and procedures.

Nice To Haves

• Bachelor’s degree preferred.
• Experience as an office assistant preferred.
• Travel experience preferred; international travel experience is a plus but not required.
• Previous experience in executive offices is a bonus.
• Travel management experience is a plus.

Responsibilities

• Welcome guests and visitors to the Provost’s Office, help them find resources or information, complete forms, or connect with other departments, and notify staff when appointments arrive.
• Represent the Provost’s Office at the front desk, maintain secure access to inner office areas, and keep confidential information out of guests’ view.
• Manage incoming and outgoing correspondence, including memos, emails, and inter-office mail.
• Support the Provost’s Affairs Administrative Coordinator by processing confidential paper workflow promptly and recording it in Monday.com.
• Process billing requisitions when requested, maintain hardcopy and Monday.com electronic transaction files, and ensure transactions are balanced and properly recorded.
• Provide general administrative support, manage phone calls, help staff organize events, and assist with academic and administrative projects as requested.
• Reconcile bookstore invoices and receipts, the Provost’s credit card statement when requested by the finance department, and other assigned billing items.
• Organize Provost trips and conferences, including purchasing airline tickets, arranging rental cars and hotels, preparing participant portfolios with agendas and travel documentation, and communicating with travel agencies.
• Maintain an up-to-date itinerary with Global Guardian insurance information related to trips.
• Maintain the Provost office suite, file room, and common office areas; use the work order system for repairs or replacements as needed.
• Assist staff with in-person meetings involving administrators and guests, and help prepare lunch or other requested needs for the Provost.
• Proofread scripts and documents, correct errors, and prepare footnotes and bibliographies in research and academic papers as directed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed