Admin Support Specialist

University of Oklahoma; Norman (OK); Hybrid; USD 17,000 - 22,000; Full time

Benefits offered by this job

14 paid holidays per year

18–22 hours PTO per month

Insurance plans

Retirement options with no employee/m

Job summary

The University of Oklahoma's Center for Early Childhood Professional Development is hiring an Oklahoma Registry Staff Assistant (Admin Support Spec.). This role supports the Oklahoma Director’s Credential and PD Ladder programs by processing applications and maintaining OPDR records.

Work is hybrid: office one day per week and remote the rest after training, with occasional additional in-office days. Applicants should have a high school diploma or GED and at least 12 months of clerical

Qualifications

• High School diploma or GED required.
• 12 months office/clerical experience preferred.
• Proficiency in Microsoft Office and data entry.

Responsibilities

• Receive, sort, and document applications and training documents.
• Review PDL/ODC applications and physical documents.
• Create application summary sheets and file properly.

Skills

English proficiency

Detail-oriented

Organized

Problem solving

Customer service

Microsoft Office

Typing accuracy

Independent work

Time management

Data entry

Education

High School diploma or GED

12 months office/clerical experience

Tools

Microsoft Office

Job description

Pay Range: Targeted pay: $12.21-$15.87 an hour, depending on experience

Benefits Eligible: Yes

Work Schedule: Work Schedule: Monday-Friday 8:00 am-5:00 pm. This is a hybrid position. Following a training period, you will generally work in the office one day per week and remotely the remaining days. Additional in-office days may be required based on operational needs.

Travel: Not required

Position Introduction:

The Center for Early Childhood Professional Development furthers the mission of the University of Oklahoma by providing a centralized statewide program that offers training, recognition and credentialing, and conferences to Oklahoma early childhood teachers and directors. Click here to find out more about us!

What we are looking for:

The Center for Early Childhood Professional Development is currently looking for an Oklahoma Registry Staff Assistant (Admin Support Spec.). You will partner alongside us to help us receive and process applications that have been submitted for our recognition and credentialing programs. Known as the Oklahoma Director’s Credential (ODC) and the Oklahoma Professional Development Ladder (PDL), these programs verify formal education, early childhood experience, and training to award a participant at a certain level. The various levels provide milestones for childcare providers and connect with other areas of the state’s professional development system.

What is in it for you:

On top of your hourly compensation (shown above), you will have access to

• 14 paid holidays per year
• 18 – 22 hours of PTO per month
• Insurance plans for you and your family
• Retirement options that require no contributions from the employee
• And much more! For a list of OU’s benefits, click here.

This is a hybrid position. Following a training period, you will generally work in the office one day per week and remotely the remaining days. Additional in-office days may be required based on operational needs.

Responsibilities:

1. 1. Receive, sort, and document Registry applications, training documents, transcripts, education updates, participant updates, and other documents
2. 2. Review electronic PDL/ODC application(s) and physical applications
3. 3. Create PDL/ODC application summary sheets and file them in the appropriate location
4. 4. Finalize PDL/ODC applications and make notes in the OPDR
5. 5. Email “incomplete” and “level drop” letters to applicants who need additional documentation to qualify
6. 6. Enter data for training and college coursework not already in the OPDR
7. 7. Return documents, applications, and transcripts to Advisors for corrections/updates as needed
8. 8. Assist with coding of training documents (for quality assurance, do not enter what you code)
9. 9. Locate, recreate, and correct any missing applications and documents as needed
10. 10. Respond to phone call/email inquiries from childcare providers regarding OPDR
11. 11. Respond to phone call/email inquiries while following appropriate procedures
12. 12. Communicate with applicants and update notes in OPDR software as needed
13. 13. Keep accurate records of all contacts and enter a summary of discussions with participants in the database notes
14. 14. Process all returned Registry postal mail
15. 15. Meet application processing and performance reporting deadlines according to established guidelines and procedures
16. 16. Track data and activities as directed by supervisor
17. 17. Participate in scheduled team and center-wide meetings and required OU Outreach events as directed by supervisor
18. 18. Submit time certification and distribution forms twice monthly
19. 19. Submit claims for applicable work travel monthly
20. 20. Perform related duties as assigned

Skills

• Ability to speak, read, and write clear, concise English
• Ability to accurately read and understand written materials and instructions
• Basic computer skills
• Detail-oriented for accuracy of data and information
• Highly organized and able to handle multiple projects and deadlines
• Strong initiative to solve problems
• General office skills such as multi-line phone, copying, filing, faxing, and mail
• Customer service
• Knowledge of correct grammatical structure, vocabulary, and formats
• Familiar with Microsoft Office
• Ability to type on a keyboard with minimal errors
• Ability to work independently and manage time effectively
• Self-motivated for productivity

Advertised Physical Requirements

• Ability to engage in repetitive motions and grasp objects with fingers or hands.
• Ability to communicate, including expressing oneself or exchanging information with others both verbally and in writing.
• Ability to see, including color, depth perception, and clarity.
• Ability to lift 30 pounds.
• Ability to sit for long periods of time.
• Ability to work effectively with frequent exposure to pressure caused by deadlines, busy periods, and a high volume of public contact.

Departmental Preferences:

• Experience in child care.
• Education in child development, early childhood education, or elementary education.
• Knowledge of the Oklahoma Registry

Required Education and Experience:

• High School diploma or GED.
• 12 months office, clerical or administrative support experience.

Supervision: No Supervisory Duties

Hiring Contingent Upon a Background Check: Yes

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