Senior Administrative Support Specialist - Dean's Office

University of Oklahoma; Oklahoma City (OK); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a Senior Administrative Support Specialist to join their dynamic team. This role involves performing diverse administrative tasks, offering clerical support to faculty and staff, and acting as the first point of contact for the Dean's Office. The ideal candidate will possess excellent organizational skills, proficiency in Microsoft Office, and the ability to multitask effectively. Join a collaborative environment that values respect and inclusivity, and make a meaningful impact in the higher education sector.

Qualifications

• 2 years of office or administrative experience required.
• Ability to work independently and as part of a team.

Responsibilities

• Provide clerical support to faculty and staff in the Dean's Office.
• Process payment vouchers and maintain appropriate files.
• Act as receptionist for the Office of the Dean.

Skills

Office Procedures

Customer Service Skills

Microsoft Office Suite

Interpersonal Skills

Multitasking

Detail Oriented

Communication Skills

Education

High School Diploma or GED

Tools

PeopleSoft Financials

Concur

Job description

Senior Administrative Support Specialist - Dean's Office

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Senior Administrative Support Specialist - Dean's Office

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Job Description

Performs diverse administrative and receptionist tasks requiring good public relations, multi-tasking and organizational skills. Responsible for answering the telephones for the Office of the Dean, greeting the public, typing, filing, data entry, and scheduling. Exercises some discretion, ingenuity and independent judgment to determine proper course of action while following established standards.

Job Description

Performs diverse administrative and receptionist tasks requiring good public relations, multi-tasking and organizational skills. Responsible for answering the telephones for the Office of the Dean, greeting the public, typing, filing, data entry, and scheduling. Exercises some discretion, ingenuity and independent judgment to determine proper course of action while following established standards.

Duties

• Provide clerical support to faculty and staff in the Dean's Office for routine tasks such as photocopying, scheduling, etc. Type and/or composes letters, memos, handouts, etc. Schedule appointments for deans and administrative staff when requested.
• Process payment vouchers for the Dean’s Office accounts through PeopleSoft Financials; maintain appropriate files. Prepare travel claims through Concur and service unit requests as requested.
• Take, transcribe, and distribute minutes for College of Dentistry committees as assigned or as needed. May coordinate meeting including scheduling, communications, ordering and arranging lunch (when required).
• Maintain room reservations calendar and reserve rooms upon request. Input classroom schedule each semester for each dental and dental hygiene student classification.
• Retrieve, sort, and distribute mail for the Dean’s Office. Distribute mail to students and/or communicate receipt of mail as needed. Maintain and serve as key operator for fax and photocopy machine; request service as needed.
• Maintain office and beverage supplies for the Dean’s Office; order and re-stock as necessary.
• On daily basis, maintain order and cleanliness of reception area, kitchen, and conference room.
• Perform related duties as assigned or required to successfully fulfill function of position and office.
• Act as receptionist for the Office of the Dean to include answering telephone, screening and routing of calls, and taking messages. Assist caller/visitor using discretion, ingenuity, and independent judgment to determine proper course of action while following established standards.
  
  

Job Requirements

Required education: 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
  
  

Working Conditions

• 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.
  

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.

Hiring contingent upon a Background Check?

Yes

Special Indications

None

Job Posting

Mar 31, 2025

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Education and Training

• Industries

  Higher Education

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