PEAK - Finance and Operations Assistant

University of Oklahoma; Norman (OK); On-site; USD 22,000 - 30,000; Part time

Job summary

The University of Oklahoma is seeking an experienced administrative support professional to assist a Department Head or Manager. Duties include maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, coordinating activities, and supporting budget processes.

This role may supervise staff and monitor confidential information. Flexible up to 10 hours weekly (Tuesday–Thursday) with potential expansion based on workload.

Qualifications

• Advanced knowledge of office procedures.
• Ability to use a computer and calculator.
• 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.
• 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.

Responsibilities

• Maintains office files that may be confidential (patient or personnel).
• Schedules appointments for office personnel and ensures details are completed.
• Makes travel arrangements.
• Receives calls for office personnel and directs to appropriate staff.
• Records messages or responds with routine information.
• Serves as a contact person for employees or the public.
• Monitors and orders supplies and completes requisitions.
• May sign associate forms as authorized by supervisor.
• Responsible for typing and proofreading letters, manuscripts, lectures, grant proposals, and medical information.
• Prepares reports such as office expenditures and rotation schedules.
• Distributes information to personnel (mail/newsletters).
• Performs basic statistical and business computations.
• Suggests changes to improve office procedures.
• Assists in personnel selection and training tasks.
• Assists in budget preparation and maintains records.
• Plans and expedites special activities or projects requiring training or creativity.

Skills

Office procedures

Microsoft Office proficiency

Interpersonal skills

Independent and team player

Multitasking

Detail oriented

Communication skills

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Pay Range:

Targeted Salary of $18.00 per hour, based on experience.

Benefits Eligible:

No

Work Schedule:

Flexible up to 10 hours weekly, Tuesday-Thursday. The role may expand going forward

Position Introduction:

Performs support-oriented job duties to a Department Head or Manager. Duties are complex and of an advanced nature, to include but not limited to maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, assisting with budget preparation, and coordinating activities. Serves as a resource to other support personnel. May supervise support staff.

• Maintains office files that may be of a confidential nature such as patient or personnel information.


• Schedules various appointments for office personnel and ensures administrative details are completed.


• Makes travel arrangements.


• 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.


• 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, grant proposals, and medical information.


• 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.


• Prepares various reports such as office supply expenditures and student or resident rotation schedules.


• Distributes various forms of information to office personnel such as mail or newsletters.


• Performs statistical, business research, and routine computations that require knowledge of mathematics.


• Assesses office procedures and makes necessary changes in order to improve office functioning.


• Assists in personnel selection of the clerical staff.


• May assume responsibility for training, assigning and checking work of subordinates.


• Assists in the preparation of budgets. Responsible for maintaining budgetary records and approving expenditures.


• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.


• Performs related duties as assigned to successfully fulfill the function of the position.

Required Education and Experience:

• High School Diploma or GED


• 36 months administrative support experience

Knowledge, Skills & Abilities:

• Advanced knowledge of office procedures.


• Ability to use a computer and calculator.


• 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.


• 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.

Hiring Contingent Upon a Background Check:

Yes