Lead Admin Support Specialist

$40,000 - $40,000/Yr

University of Oklahoma - Oklahoma City, OK

Full-time - Entry Level

Oklahoma City, OK

Educational Services

About the position

The Lead Admin Support Specialist at the University of Oklahoma is responsible for providing advanced administrative support to a Department Head or Manager. This role involves managing office procedures, maintaining files, scheduling appointments, and assisting with budget preparation. The specialist serves as a payroll coordinator and may supervise support staff, ensuring efficient office operations and effective communication within the department.

Responsibilities

• Maintains office files, including confidential patient or personnel information.
• Schedules appointments for office personnel and ensures administrative details are completed.
• Makes travel arrangements for staff.
• Receives incoming calls and refers them to appropriate personnel.
• Records messages or responds to callers with routine information.
• Acts as a contact person for employees and the public.
• Monitors and orders office supplies, completing requisitions as necessary.
• Types and proofreads letters, manuscripts, and grant proposals.
• Reviews and responds to routine correspondence for office personnel.
• Prepares reports on office supply expenditures and schedules.
• Distributes information such as mail or newsletters to office personnel.
• Handles questions, provides information, and resolves complaints for customers.
• Performs statistical and business research, including routine computations.
• Calculates service costs and issues service contracts for vendors.
• Assesses and improves office procedures for better functioning.
• Assists in personnel selection and training of clerical staff.
• Acts as payroll coordinator, collecting timesheets and entering data into PeopleSoft.
• Maintains budgetary records and approves expenditures.
• Plans and coordinates special activities or projects that require specialized training.
• May supervise clerical staff, including training and evaluating performance.

Requirements

• High School Diploma or GED.
• 48 months of office, clerical, or administrative experience.
• Advanced knowledge of office procedures and management.
• Customer service skills and advanced knowledge of Microsoft Office Suite (Outlook, Excel, Word).
• Excellent interpersonal skills and ability to work independently or as part of a team.
• Detail-oriented with strong organizational skills and ability to multitask.
• Ability to work under stress and meet deadlines.
• Effective verbal and written communication skills.

Nice-to-haves

• Experience with PeopleSoft.
• Experience managing multiple Outlook Calendars.
• Experience in editing and updating departmental newsletters and emails.
• Experience in editing and updating website content.

Benefits

• Full-time position with a salary of $40,000 per year.
• Inclusive culture fostering respect and civility.
• Opportunities for professional development and growth.