Senior Administrative Support Specialist - Dean's Office

University of Oklahoma; Oklahoma City (OK); On-site; USD 32,000 - 38,000; Full time

Job summary

An established industry player is seeking a Senior Administrative Support Specialist to join their dynamic team. This role involves providing essential clerical support, managing communications, and ensuring the smooth operation of the Dean's Office. Candidates should possess strong organizational skills, a keen attention to detail, and the ability to juggle multiple tasks effectively. The organization values inclusivity and fosters a culture of respect, making it an ideal environment for those looking to contribute positively to the academic community. If you thrive in a collaborative setting and are passionate about making a difference, this opportunity is perfect for you.

Qualifications

• 2 years of office or administrative experience required.
• Strong knowledge of office procedures and customer service skills.

Responsibilities

• Provide clerical support to faculty and staff in the Dean's Office.
• Act as receptionist, managing calls and visitor inquiries.
• Maintain office supplies and ensure cleanliness of reception area.

Skills

Knowledge of office procedures

General office and customer service skills

Knowledge of Microsoft Office Suite

Excellent interpersonal skills

Ability to work independently

Detail-oriented

Ability to multitask

Effective communication skills

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

Job Description - Senior Administrative Support Specialist - Dean's Office (250694)

Job Number:

250694

Organization:

Dentistry Office of the Dean

Job Location:

Onsite

Schedule:

Full-time

Work Schedule: Monday-Friday; 8:00am-5:00pm

Salary Range: Targeted salary up to $38,000 annually, based on experience

Benefits Provided: Yes

Required Attachments: Resume, Cover Letter

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 compose 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 meetings 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 a 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 listen.
  • 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