PEAK - Lead Admin Support Spec - Dept. of Medicine - Endocrinology

University of Oklahoma; Norman (OK); On-site; USD 23,000 - 32,000; Full time

Job summary

University of Oklahoma is seeking an experienced administrative professional to support a department head and manager. The role encompasses file maintenance, scheduling, budgeting assistance, and coordinating Endocrinology Grand Rounds.

Responsibilities include payroll coordination, travel reimbursements, invoicing, and day-to-day office tasks. The position emphasizes strong organizational skills, independent work, and the ability to multitask in a busy academic environment.

Qualifications

• Advanced knowledge of office procedures.
• Office management and customer service skills.
• Advanced knowledge of Microsoft Office Suite (Outlook, Excel, Word).
• Excellent interpersonal skills.
• Ability to work independently and as a team player.

Responsibilities

• Process and pay office and laboratory invoices using Peoplesoft.
• Utilize the P-card to make authorized departmental purchases.
• Enter and reconcile P-card transactions in Peoplesoft.
• Submit invoice payments and P-card reconciliations for review.
• Prepare and submit monthly reconciliations and supporting documentation.
• Process faculty and fellow travel reimbursements and out-of-pocket reimbursements.
• Monitor funding for fellows and maintain funding-tracking spreadsheets.
• Provide administrative coordination for Endocrinology Grand Rounds.
• Coordinate communications with speakers and participants.
• Send Zoom invitations for meetings.
• Maintain Endo Grand Rounds schedule and update as needed.
• Send follow-up communications to speakers.

Skills

Office procedures

Office management

Customer service

MS Office

Communication

Team player

Education

HS Diploma or GED

1 year office experience

Tools

Peoplesoft

P-card

Job description

Pay Range: Targeted salary: $20.00 per hour, based on experience

Benefits Eligible: No

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

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 payroll coordinator and resource to other support personnel. May supervise support staff.

Main Duties

• Process and pay office and laboratory invoices using Peoplesoft.
• Utilize the office purchasing card (P-card) to make authorized departmental purchases.
• Enter and reconcile P-card transactions in Peoplesoft, ensuring purchases are accurately recorded and properly documented.
• Submit invoice payments and P-card reconciliations to my supervisor for review and approval.
• Prepare and submit completed monthly reconciliations and supporting documentation to the Finance Department for review.
• Process faculty and fellow travel reimbursements and out-of-pocket expense reimbursements.
• Monitor available funding for fellows and maintain accurate funding-tracking spreadsheets.
• Provide administrative coordination and support for Endocrinology Grand Rounds.
• Communicate with scheduled speakers regarding upcoming presentations
• Send zoom meeting invitations to faculty, fellows, speakers and other participants
• Maintain and update the Endo Grand Rounds schedule as speakers, dates and topics change.
• Send follow-up communications to speakers for all meetings.
• Distribute incoming faxes to the appropriate clinic faculty or staff.
• Scan documents and correspondence for faculty and staff as requested.
• Ensure mail and other incoming correspondence are accurately routed to the appropriate recipients.

Required Education And Experience

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

Required Knowledge, Skills, Abilities

• 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

Hiring Contingent Upon a Background Check: Yes