Senior Administrative Specialist - Academic Advising

UNIVERSITY OF OKLAHOM; Norman (OK); On-site; USD 22,000 - 29,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

The Jeannine Rainbolt College of Education Academic Advising Office at the University of Oklahoma is seeking a Senior Administrative Specialist to support daily operations, manage confidential student records, coordinate appointments and events, and assist faculty and staff.

The ideal candidate will be friendly, organized, and able to multitask in a fast-paced environment, handling budgets, travel arrangements, and data reporting while maintaining confidential information with integrity.

Qualifications

• High School Diploma or GED required.
• At least 2 years of office, clerical, or administrative experience.
• Strong customer service and office procedures knowledge.

Responsibilities

• Serve as primary contact for students, guests, calls, and emails.
• Manage confidential student documents and background checks.
• Coordinate travel, budgets, purchases, and office supplies.
• Maintain databases and filing systems and prepare reports.
• Assist advisors and faculty with records and documentation.
• Schedule appointments and coordinate events and rooms.

Skills

Interpersonal communication

Written communication

Organizational skills

Time management

Multitasking

Team collaboration

Education

High School Diploma or GED

Tools

Microsoft Office

Outlook

Excel

Word

Job description

Pay Range: Targeted salary $18.27 hourly, based on experience.

Benefits Eligible: Yes

Work Schedule: Monday-Friday 8:00 A.M.-5:00 P.M. with an occasional night or weekend

Travel: Not required

Position Introduction:

Join the Jeannine Rainbolt College of Education Academic Advising Office as a Senior Administrative Specialist and become an essential part of a fast-paced, student-focused team! This position supports the daily operations of the office while providing exceptional administrative and clerical support to students, advisors, the Director of Advising, faculty, and university partners.

The ideal candidate is friendly, welcoming, eager to assist, and thrives in a busy office environment. Responsibilities include managing confidential student records, coordinating appointments and events, processing financial and travel transactions, maintaining databases and filing systems, and supporting student and teacher preparation program processes. This is an exciting opportunity to make a meaningful impact while helping students and colleagues succeed!

Key Responsibilities:

• Serve as a primary point of contact for students, guests, phone calls, and email inquiries, providing or directing information about education programs, admission, and majors.
• Manage confidential student documents and oversee background checks and required documentation for teacher preparation programs.
• Support alternative certification students by collecting, tracking, and organizing required paperwork and requests.
• Assist advisors and faculty with student information, records, and documentation.
• Manage office budgets, reconcile expenditures, process purchases, and coordinate travel arrangements.
• Maintain office supplies, business cards, recruitment materials, and Touchnet payment information.
• Schedule advising appointments, student interviews, staff/faculty meetings, recruitment activities, and other student events.
• Coordinate rooms, events, and student programming such as Money Talks and Debt Free Teacher meetings.
• Maintain Laserfiche filing systems, workflows, forms, and confidential student records.
• Scan, organize, and maintain student, certification, financial aid, partnership, and program documents.
• Maintain Salesforce, Cognos, Aristotle, spreadsheets, logs, and other databases and records.
• Compile reports and data related to student enrollment, retention, background checks, teacher education, and other initiatives.
• Support special projects, including the College of Education iPad program, recruitment and enrollment events, ceremonies, alumni/graduation information, and other student services initiatives.
• Work collaboratively with advisors, faculty, College of Education staff, and other OU departments and offices.
• Continuing to provide College of Education support as Staff Assistant III.

Skills:

• Knowledge of office procedures and customer service
• High proficiency with Microsoft OAice, particularly Outlook, Excel, and Word
• Strong interpersonal and written/verbal communication skills
• Excellent organization, attention to detail, and accuracy
• Ability to multitask, prioritize, and meet deadlinesAbility to work independently and collaboratively
• Self-motivated and able to work effectively in stressful situations
• Ability to handle confidential information appropriately

Required Education and Experience:

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

Required Certifications and Licenses:

• Valid driver's license may be required for work in certain areas for the performance of specific job duties. (Candidates assigned to locations requiring vehicle operation must possess and maintain an active, valid driver's license)

Hiring Contingent Upon a Background Check: Yes