Sr Admin Support Specialist

University of Oklahoma • Tulsa, OK

5d • Onsite

About The Position

The Administrative Support Coordinator serves as the primary front-line representative for the Office of SCM Student Services and plays a critical role in creating a welcoming, responsive, and student-centered environment. As the first point of contact for students, faculty, staff, and visitors, this position provides exceptional customer service while supporting the daily administrative and operational needs of the department. This role is responsible for coordinating front desk operations, facilitating communication, supporting student-facing processes, assisting with departmental programs and events, and ensuring efficient office workflow. Success in this position requires strong interpersonal skills, professionalism, attention to detail, adaptability, and a commitment to supporting student success.

Requirements

• High School Diploma or GED.
• 24 months office, clerical, or administrative experience.
• Valid driver's license may be required for work in certain areas for the performance of specific job duties.(Candidates assigned to locations requiring vehicle operation must possess and maintain an active, valid driver's license)

Nice To Haves

• Exceptional customer service and interpersonal skills.
• Strong verbal and written communication abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent organizational and problem-solving skills.
• Proficiency with Microsoft Office, Office365, Canva, and Adobe Acrobat.
• Ability to exercise discretion and maintain confidentiality.
• Commitment to promoting a positive student experience.

Responsibilities

• Serves as the primary receptionist for SCM Student Services, providing professional and welcoming service to students, faculty, staff, and visitors.
• Greets and assists visitors in person, by phone, and through email communications.
• Serves as the central point of contact for general questions and referrals.
• Assists students in navigating departmental resources, policies, procedures, and services.
• Manages incoming calls, shared email accounts, and visitor traffic to ensure timely responses and appropriate follow-up.
• Maintains a welcoming, organized, and professional reception area.
• Supports students experiencing challenges by connecting them with appropriate campus resources and Student Services staff.
• Provides comprehensive administrative support to the Student Services team and departmental leadership.
• Schedules appointments, meetings, and student-facing services.
• Coordinates calendars, meeting logistics, room reservations, and departmental communications.
• Prepares correspondence, reports, presentations, forms, and informational materials.
• Maintains electronic and physical filing systems in accordance with university policies.
• Assists with special projects and departmental initiatives.
• Tracks assignments and ensures timely completion of administrative tasks.
• Supports the administration of student services processes and maintains accurate documentation.
• Processes student forms, requests, and supporting documentation.
• Maintains databases, tracking systems, and student records.
• Assists with enrollment-related, compliance-related, and academic support processes.
• Ensures accurate data entry and proper record retention.
• Supports reporting needs and departmental documentation requirements.
• Supports communication efforts that enhance the student experience.
• Assists with development and distribution of student communications.
• Maintains departmental informational resources, guides, and student-facing materials.
• Supports outreach initiatives designed to keep students informed and engaged.
• Assists with social, academic, and wellness-focused student engagement activities.
• Helps promote student participation in departmental programs and events.
• Provides administrative and logistical support for departmental events and programs.
• Assists with planning and implementation of orientations, workshops, information sessions, career development events, student meetings, Awards Banquet, Commencement activities, and other student-focused events.
• Coordinates event registrations, communications, materials preparation, and attendance tracking.
• Arranges meeting spaces, technology needs, catering, and event setup/breakdown.
• Provides on-site event support and assists with post-event follow-up activities.
• Supports the efficient day-to-day operation of SCM Student Services.
• Maintains office supplies, resource materials, and shared workspaces.
• Assists with management of departmental equipment and student-facing resources.
• Coordinates facility-related requests and helps ensure office spaces remain functional and welcoming.
• Maintains the Tandy Education Center and other student support spaces to promote a positive learning environment.
• Supports operational processes that contribute to efficient service delivery.

Benefits

• Yes

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED