*Lead Admin Support Specialist - HPRC

University of Oklahoma - Oklahoma City, OK

Full-time

Oklahoma City, OK

Educational Services

About the position

The Lead Administrative Support Specialist - HPRC at OU Health Stephenson Cancer Center provides advanced administrative support to a Department Head or Manager. This role involves managing office procedures, maintaining confidential files, scheduling appointments, and assisting with budget preparation. The specialist also serves as a payroll coordinator and may supervise support staff, ensuring efficient office functioning and high-quality service delivery.

Responsibilities

• Maintains office files that may be of a confidential nature such as patient or personnel information.
• Schedules various appointments for office personnel and ensures administrative details are completed.
• Makes travel arrangements for office personnel.
• Receives incoming calls for office personnel and refers calls to appropriate personnel.
• Records messages or responds to callers with routine information.
• Serves as a contact person for employees or the outside public.
• Monitors and orders supplies for the office and completes requisitions.
• Responsible for typing and proofreading letters, manuscripts, lectures, grant proposals, and medical information.
• Reviews and responds to routine correspondence for office personnel and sometimes in the name of the supervisor.
• Drafts replies to correspondence with minimal instruction.
• Prepares various reports such as office supply expenditures and student or resident rotation schedules.
• Distributes various forms of information to office personnel such as mail or newsletters.
• Answers questions, provides information, and handles complaints for internal and external customers.
• Performs statistical, business research, and routine computations that require knowledge of mathematics.
• Calculates service costs and issues service contracts for on and off-campus vendors.
• Assesses office procedures and makes necessary changes to improve office functioning.
• Assists in personnel selection of the clerical staff.
• May assume responsibility for training, assigning, and checking work of subordinates.
• Acts as the payroll coordinator for the department or assists the payroll coordinator by providing oversight.
• Collects time sheets, enters into PeopleSoft, tracks leave, completes ETR's, and special pays.
• Assists in the preparation of budgets and maintains budgetary records.
• Reviews billing from contractors and vendors, adjusts as needed.
• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.

Requirements

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