Organizational Operations Coordinator

State of Oklahoma•Oklahoma City, OK

5d•$75,000•Onsite

About The Position

This position coordinates key governance, human resources, and administrative operations for OPERS. Serving as the official clerk to the OPERS Board of Trustees and its committees, the role ensures meetings are effectively organized, conducted, documented, and maintained. The position also provides transactional Human Resources support and provides operational assistance to executive leadership and agency-wide programs and activities. This position reports to the Director of Human Resources and routinely handles confidential information requiring discretion and attention to detail.

Requirements

Knowledge of the procedures and techniques of business communication.
Knowledge of business grammar and arithmetic.
Knowledge of public relations.
Proficiency in computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat.
Skill in oral and written communication.
Skill in modern office functions, methodologies, and practices.
Skill in attention to detail.
Skill in effectively using computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat.
Skill in establishing and maintaining effective working relationships by interacting with people of various social, cultural, economic, and educational backgrounds.
Ability to multitask.
Ability to exercise discretion and maintain confidentiality.
Ability to exercise independent judgment.
Ability to prioritize appointments and work assignments.
Ability to work cooperatively and courteously with others.
Ability to communicate with a variety of personalities and divergent views in a tactful, pleasant, and professional manner.
Ability to establish and maintain a confidential work environment.
Seven (7) years of administrative/clerical office work including four (4) years of experience as an office manager, executive assistant, or confidential secretary, or an equivalent combination of education and experience substituting 30 semester hours from a college or university for every year of experience.

Nice To Haves

One year of technical board service; working as a clerk or secretary supporting a Board of Trustees or other governing body.
One year of technical human resources management experience in any functional area of HR.

Responsibilities

Serves as the official clerk for the OPERS Board of Trustees and its committees, coordinating administrative processes necessary to conduct and document meetings; maintains official Board records including minutes, resolutions, oaths, filings, and governance documentation.
Develops agendas; compiles and distributes meeting materials; coordinates in-person and virtual meeting logistics; and supports the timely completion staff contributed documents.
Prepares and posts required meeting notices, records proceedings, drafts minutes, and maintains attendance and quorum records as required.
Maintains Board calendars, trustee information, the internal Board website, and the Board document library.
Coordinates the appointment, onboarding, orientation, and continuing service needs of Board members.
Provides administrative and transactional support for Human Resources programs and processes; initiates, reviews, and tracks HR transactions in Workday and other agency systems; maintains personnel and recruitment records.
Coordinates recruiting activities, including job postings, application organization, scheduling interviews, candidate communication, and completion of pre-employment requirements.
Supports onboarding and offboarding by coordinating documentation and orientation; maintains confidential personnel files and records.
Administers timekeeping processes reviews time records, ensures timely correction of discrepancies communicating with staff.
Tracks Human Resources workflows, deadlines, and required documentation and follows up with employees, managers, and other responsible parties to support timely completion.
Assists with preparation of HR communications, forms, reports, and training materials.
Provides comprehensive administrative and logistical support to executive leadership, including coordinating calendars, preparing materials and reports, organizing information, and tracking action items.
Coordinates business travel and related administrative processes, including itineraries, documentation, reimbursements, and expense reporting.
Drafts, reviews, formats, and distributes agency correspondence, reports, presentations, mailings, and agency-wide communications.
Coordinates administrative processes and records, including contracts, subscriptions, external communications, and general office activities; identifies opportunities to improve consistency and efficiency while maintaining confidentiality of personnel, Board, executive, and agency information.
Supports agency-wide projects, programs, meetings, and events through planning, scheduling, logistics, preparation of materials, and coordination with internal and external stakeholders.