Senior Administrative Support Specialist

The University of Oklahoma; Norman (OK); On-site; USD 30,000 - 50,000; Full time

Job summary

The University of Oklahoma seeks a Senior Administrative Support Specialist to assist in the Office of Career Development for Engineers and Scientists. This full-time role involves maintaining office files, tracking important data, and communicating with various stakeholders. The candidate must possess a high school diploma and relevant administrative experience, with strong skills in Microsoft Office and effective communication.

Qualifications

• 24 months office, clerical, or administrative experience required.
• Able to complete tasks efficiently and timely, with good interpersonal and communication skills.

Responsibilities

• Maintains office files and tracks program-related data accurately.
• Plans and organizes meetings and programs while scheduling appointments.
• Acts as a contact person for students and alumni, managing communication and resources.

Skills

Knowledge of office procedures

General office and customer service skills

Knowledge of Microsoft Office Suite (Outlook, Excel, and Word)

Excellent interpersonal skills

Ability to work independently and as a team player

Attention to detail

Ability to multitask and be organized

Ability to communicate verbally and in writing

Education

High School Diploma or GED

Job description

Organization
The Senior Administrative Support Specialist will assist and be supervised by the co-directors of the Office of Career Development for Engineers and Scientists (CDES). CDES supports the professional and leadership development of students in the Gallogly College of Engineering and the Mewbourne College of Earth and Energy through co-curricular programming, including workshops, retreats, student-led activities, a living-learning community, and peer and professional mentorship. CDES prepares engineering and science students to become professionals and to transition successfully to the workforce. The Senior Administrative Support Specialist will interact with a variety of people, including employers, alumni, students, faculty, staff, government personnel, and the general public. Physical presence in the office, on campus, and occasionally off-campus will be requested. Business-casual attire is expected.

Travel: The assistant will be required to run local errands occasionally. Other travel is infrequent. CDES hosts 2–3 off-campus events each year, 1–2 of which may include an overnight stay. Transportation from campus for CDES events is usually provided. Travel is expected to constitute 2% or less of the employee’s time.Duties:

Maintains office files that may be of a confidential nature.Accurately tracks program-related data (e.g., job placement data, event participation data).Maintains and updates the webpages and other program media/digital communication platforms.Plans and organizes meetings and programs.Schedules various appointments for office personnel and ensures administrative details are completed.Receives incoming calls for office personnel and refers to appropriate person. Records messages or responds to caller with routine information.Serves as a contact person for students, other employees, the outside public, alumni, and employers. Provides information regarding location or availability of materials, resources, and services.Monitors and orders supplies for the office and completes requisitions.Responsible for preparing correspondence. Reviews and responds to routine correspondence for the office personnel. Prepares various reports and makes copies and assembles materials.Opens, routes, and prepares incoming and outgoing mail.Runs errands for the department.May act as the payroll coordinator for the department or assists the payroll coordinator by providing oversight.May collect time sheets, enter in PeopleSoft, track leave, complete ETRs and special pays. Performs related duties as assigned to successfully fulfill the function of the position.

DL required for occasional local travel (less than 2%). Overnight travel may be required 1-2 times per year.

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

24 months office, clerical, or administrative experience.

Skills:

• Knowledge of office procedures
• General office and customer service skills
• 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
• Ability to communicate verbally and in writing

Certifications:

• None

Advertised Physical Requirements:

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

Supervision: None

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, visithttps://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.

Organization: Engineering Dean
Job Location: Oklahoma-Norman-Norman Campus
Schedule: Full-time
Job Posting: Jun 10, 2025