Oklahoma A+ Schools Institute - Project Specialist

University of Central Oklahoma•Edmond, OK

4d•$20 - $20•Onsite

About The Position

The Oklahoma A+ Schools Institute is seeking a Project Specialist to manage and organize office operations, including budgets, procedures, and personnel. This role involves supervising office staff, interpreting departmental policies, and producing documents using Microsoft Office. The Project Specialist will assist leadership in program, event, and project planning, analyze administrative services issues, and maintain personnel records. This position is responsible for planning and coordinating logistics for all Oklahoma A+ Schools Institute programs and events, including professional developments, retreats, annual conferences, and fundraising events. This includes creating and coordinating registration processes, communicating logistics, managing set-up and clean-up, securing event spaces, and initiating contracts with vendors. The role also involves making travel arrangements, facilitating communication between various stakeholders, and performing queries and reports from university systems. Additionally, the Project Specialist will supervise student workers and contribute to an atmosphere of teamwork.

Requirements

Requires a university degree or equivalent work experience that provides knowledge of and exposure to fundamental theories, principles, and concepts.
Requires the application of expertise in a chosen field to achieve results.
Experience with leading planning, including program development and innovation, program prioritization, and assessment.
Appropriate profession accomplishments and credentials.
Proficiency with the Windows operating system and related software including Word, Access, Excel, as well as with the Internet.
Mental concentration to keep up with many ongoing tasks and projects is essential.
Interpersonal relationship skills, ability to establish and maintain effective working relationships with staff, member schools, officials, and the general public.
Good writing and communication skills with the ability to express oneself in oral and written form.
General knowledge of the public K-12 schools in Oklahoma.
Excellent organizational skills.
Knowledge of computer and office equipment.
The ability to plan events creatively and completely within a budget.
The ability to work calmly under pressure with attention to detail.
Knowledge of the state and its resources including, caterers, printers, vendors, etc.
Excellent public relations and organizational skills required.
Must pay attention to detail.
Ability to follow instructions and work independently.
Must be able to work in a busy environment and maintain a positive attitude.
Ability to contribute to an atmosphere of teamwork is essential.
Must be flexible and a self-starter.
Ability to prioritize multiple tasks, meet deadlines, and maintain confidentiality.

Nice To Haves

Bachelor's degree or an equivalent combination of education and experience.
Two years of office and project management experience.
Basic accounting, budgeting, and financial monitoring.
Knowledge and experience with Banner and project management skills.
Ability to maintain confidentiality.
Ability to make policy and procedure decisions.

Responsibilities

Manage and organize office operations, including budgets, procedures, and personnel.
Supervise office staff and participate in administrative functions.
Interpret and advise customers on departmental or program policy and guidelines.
Perform queries, standard and modified reports from university systems, and produce documents using Microsoft Office.
Assist leadership in program, event, and project planning and development.
Interpret, monitor, and analyze information regarding operating policies and procedures.
Analyze and resolve administrative services issues and needs.
Maintain personnel records, including vacation and leave of office staff; approve time sheets.
Coordinate with other administrative staff on intra-unit operations and procedures.
Plan and coordinate logistics of professional developments, programs, events, conferences, and meetings.
Assist in publicizing and implementing events from concept to clean up.
Propose improvements or new processes to improve efficiency for staff as well as participant satisfaction.
Collaborate with cross-functional teams to create and gather necessary internal resources.
Develop and distribute communications regarding upcoming events.
Monitor spending and invoice status to ensure total costs of events are within the established budget.
Oversee the set-up and clean-up of all assigned events and ensure those implementing the event have all necessary information.
Address staff and participant questions and complaints and work to reach a resolution.
Prepare reports, presentations or other materials.
Plan and coordinate logistics for all Oklahoma A+ Schools Institute programs and events including professional developments, retreats, annual conference, summer summits, and fundraising events.
Create and coordinate registration processes for each event.
Communicate logistics to staff, A+ Fellows, and participants.
Responsible for set-up and clean-up, including food and catering arrangements, of events and any follow-up needed.
Secure spaces for events and coordinate all logistics for the space, including technology needs.
Seek proposals from vendors - caterers, printers, rental companies, hotels/motels, etc. - and initiate contracts.
Make travel arrangements for staff and Fellows in association with events, as well as secure lodging.
Assist in planning and developing strategies to respond to needs and concerns of participants of OKA+ Institute professional development and events.
Facilitate communication between Oklahoma A+ staff, A+ Fellows, consultants, and Oklahoma schools participating with the Oklahoma A+ Schools Institute.
Field questions from A+ Network Schools and the general public about events.
Perform queries, standard and modified reports from the university systems (Banner, Concur, TouchNet, Qualtrics, etc.).
Supervise student workers and coordinate task tracker to help prioritize the work staff assigns to them.
Routinely answer questions and provide information and data requested by individuals within or outside of work area.
Execute tasks according to standard operating procedures and/or direction.
Learn new subject matter, coupled with attention to detail and responsiveness to feedback.
Perform a variety of duties following established policies and procedures.
Resolve problems by selecting from approved alternatives based on past practices, established procedures, or direction.
Provide input into budget development by assisting with identification of operational needs and requirements.
Execute routine procedures with direction from senior staff.