Lead Administrative Support Specialist

University of Oklahoma in; Norman (OK); On-site; USD 35,000 - 50,000; Full time

Job summary

The University of Oklahoma is seeking a Lead Administrative Support Specialist to join the Price Career Center. This position offers high-level administrative support, ensures smooth office operations, and plays a key role in enhancing services for students. The successful candidate will manage office files, schedule appointments, and improve administrative efficiency, contributing to the overall mission of the university.

Qualifications

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

Responsibilities

• Provides high-level administrative support to the Executive Director.
• Ensures efficient office operations and supports strategic initiatives.
• Types and proofreads letters, manuscripts, and grant proposals.

Skills

Advanced knowledge of office procedures

Office management and customer service skills

Advanced knowledge of Microsoft Office Suite

Excellent interpersonal skills

Ability to work independently and as a team player

Detail oriented for accuracy of data

Ability to multitask and be organized

Strong verbal and written communication

Education

High School Diploma or GED

Job description

Lead Administrative Support Specialist (Administrative)

The Lead Administrative Support Specialist plays a pivotal role in the Price Career Center, providing high-level administrative support to the Executive Director and Price Career Center staff. This position ensures efficient office operations, supports strategic initiatives, and enhances the Center's ability to deliver exceptional career services to undergraduate and graduate students.

• Maintains office files that may be of a confidential nature such as personnel information
• Schedules various appointments for office personnel and ensures administrative details are completed.
• Receives incoming calls for office personnel and refers calls to appropriate personnel.
• Records messages or responds to caller with routine information.
• Serves as a contact person for employees or the outside public this includes answering questions, provides information and handles complaints for internal and external customers.
• Monitors and orders supplies for the office and completes requisitions.
• May sign associate forms as authorized by the supervisor.
• Responsible for typing and proofreading letters, manuscripts, lectures, and grant proposals.
• Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor.
• Drafts replies to such correspondence with minimal instruction.
• Performs related duties as assigned to successfully fulfill the function of the position.

Required Education and Experience: High School Diploma or GED., AND:

• 12 months office, clerical, or administrative experience.

Skills:

• Advanced knowledge of office procedures
• Office management and customer service skills
• Advanced knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
• Excellent interpersonal skills
• Ability to work independently and as a team player
• Ability to complete tasks in an efficient and timely manner
• Must be detail oriented for accuracy of data and information
• Ability to multitask, be organized, and self-motivated
• Ability to work in stressful situations and meet deadlines in a timely manner
• Ability to communicate verbally and in writing

Advertised Physical Requirements:

• Physical: Sit for prolonged periods,Communicate effectively and listens,Engages in repetitive motion,Stand, reach, stoop, and bend.
• Environmental: Standard office environment.

Departmental Preferences:

• Evaluate and refine office procedures to improve efficiency and effectiveness.
• Serve as a liaison with the college's business center, facilitating communication and ensuring alignment on administrative and financial processes.
• Run reports on key metrics such as career outcomes and student engagement to support data-driven decision-making.
• Prepare detailed reports on office expenditures and employer-student interactions.

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to,admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.