Administrative Assistant Senior

University of Oklahoma; Norman (OK); On-site; USD 15,000 - 25,000; Full time

Job summary

The University of Oklahoma's Oklahoma Archeological Survey seeks an Administrative Assistant Senior to provide advanced administrative support to the State Archaeologist and Assistant State Archaeologist. The role coordinates office activities, prepares official correspondence, maintains project records, and ensures deadlines are met while delivering excellent customer service.

Responsibilities include preparing reports and letters, managing mail and supplies, updating databases, and serving as

Qualifications

• High School Diploma or GED is required.
• 36 months administrative support experience required.
• Experience maintaining project databases and records preferred.
• Advanced Microsoft Excel skills preferred.
• Familiarity with Section 106 cultural resource compliance processes desirable.

Responsibilities

• Prepare, proofread, and distribute official correspondence and reports.
• Maintain project files, records, and the Archeological Survey library.
• Monitor workflow to meet 30-day review deadlines and coordinate billing.
• Greet visitors, answer calls, and respond to inquiries as the primary contact.

Skills

Section 106 compliance

Project databases

Customer service

Office coordination

Education

Bachelor's degree in Anthropology, Historic Preservation, Geography, History, or related field

Tools

Microsoft Excel

Job description

Pay Range:Targeted salary up to $18.26 per hour, based on experience

Benefits Eligible:Yes

Work Schedule:Monday - Friday, 8:00 a.m. to 5:00 p.m.

Travel:Not required

Position Introduction

The Administrative Assistant Senior provides advanced administrative support to the State Archaeologist and Assistant State Archaeologist in administering the Federal and State Cultural Resources Review and Compliance Program for the Oklahoma Archeological Survey. The position coordinates administrative activities that support the office, prepares official correspondence, maintains project records and databases, monitors workflow to ensure statutory review deadlines are met, and serves as the primary administrative contact for the Survey. The position requires independent judgment, excellent organizational skills, attention to detail, and the ability to manage multiple priorities while providing exceptional customer service.

Essential Duties and Responsibilities

Administrative Support

• Prepare, proofread, and distribute official correspondence, cultural resource review letters, reports, and other documents for the State Archaeologist's Office.
• Prepare reports, spreadsheets, meeting materials, and other administrative documents.
• Receive, sort, distribute, and prepare incoming and outgoing mail and shipments.
• Order office supplies and maintain efficient office operations.

Project Coordination and Records Management

• Maintain official project files, correspondence, records, and the Archeological Survey library.
• Maintain and update the project tracking database and monitor workflow to ensure statutory 30-day review deadlines are met.
• Coordinate publication inventory, sales, and distribution.
• Coordinate billing and maintain records for contractor requests.

Customer Service and Office Coordination

• Serve as the primary administrative contact by answering telephone calls, greeting visitors, and responding to inquiries.
• Communicate with federal and state agencies, Tribal Nations, consultants, contractors, researchers, and the public.
• Coordinate Facilities Management requests and monitor completion.
• Update Cultural Resource Management information on the Survey website.

Perform various duties as needed to successfully fulfill the function of the position.

Supervision

• Supervision Exercised: No regular supervisory responsibilities. May assist in training and mentoring new employees or student workers performing similar duties.
• Supervision Received: Receives general supervision and is expected to perform work independently within established policies and procedures. Refers matters outside standard procedures to the supervisor.

Required Education and Experience

• High School Diploma or GED.
• 36 months administrative support experience.

Department Preferences

• Bachelor's degree in Anthropology, Historic Preservation, Geography, History, or related field.
• Familiarity with Section 106 cultural resource compliance processes.
• Ability to read legal land descriptions and USGS topographic quadrangle maps.
• Experience maintaining project databases and records.
• Advanced Microsoft Excel skills.
• Experience updating website content.

Hiring Contingent Upon a Background Check: Yes