Come join our staff at the University of Oklahoma Health Sciences Center (OU HSC) and become part of Oklahoma's premier research university which leads the state in education and career opportunities. The OU HSC Staff Senate is an important part of the University, serving as a representative body of the staff employees and for the exchange of information between the University and its staff employees. We are looking for an Administrative Coordinator to join our team. Duties: Organizes, coordinat...
Come join our staff at the University of Oklahoma Health Sciences Center (OU HSC) and become part of Oklahoma's premier research university which leads the state in education and career opportunities. The OU HSC Staff Senate is an important part of the University, serving as a representative body of the staff employees and for the exchange of information between the University and its staff employees. We are looking for an Administrative Coordinator to join our team.
Duties:
- Organizes, coordinates and performs clerical and administrative functions following established standards.
- Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions.
- Answers questions, provides information and handles complaints for internal and external customers.
- Updates office procedures for a more efficient operation when necessary.
- Assists with preparation of budgets, controls delegated budgetary expenses and maintains budgetary records.
- Approves departmental expenditures within predetermined guidelines
- Reviews billing from contractors and vendors, adjusts as needed.
- Establishes and maintains filing systems including confidential documents.
- Assists with design and selection of departmental computer programs.
- Selects, supervises, trains and evaluates performance of assigned staff.
- Prepares staff schedules and monitors and approves time worked.
- Coordinates departmental personnel and payroll issues.
- Plans and coordinates special projects.
- Schedules appointments and makes travel arrangements
- Collects and disseminates information for internal and external customers
- Performs other related duties as assigned.
Required Education: Bachelor's degree AND:
- 12 months of related experience.
Equivalency/Substitution: Will accept 48 months experience in lieu of the Bachelor's degree for a total of 60 months related experience.
Skills:
- Basic math skills
- Advanced computer skills with wide knowledge of business software
- Proficient in Microsoft Office
- Detail oriented for accuracy of data and information
- Highly organized and able to handle multiple projects and deadlines
Advertised Physical Requirements:
- Physical: Communicate effectively. Engage in repetitive motion.
- Environmental: Standard office environment.
Departmental Preferences:
- Supervises and supports multiple HSC Staff Committees.
- Assists with coordinating and planning program-hosted events and programs, organization, and negotiations with contractors and vendors.
- Coordinates and executes department and campus events.
- Coordinates with multiple Executive offices.
- Coordinates special events, including but not limited to ordering catering, mailing invitations, setting up the PA system, assisting speakers, and reserving rooms.
- Manages the Staff Senate fundraisers, including setting up online stores, coordinating with the Bursar's Office, and Procurement Office, distributing fundraising merchandise, etc.
- Due to the unique fundraising and events that occur in the staff senate office, a good working knowledge of university policies, state laws & regulations is required.
- Assists with developing, implementing, and interpreting policies and procedures, ensuring compliance with federal, state, and university policies and regulations.
- Coordinates and conducts projects or assignments requiring initiative, independent action, and specialized knowledge or expertise. This may include producing in-house publications, performing public relations functions, and monitoring staff to ensure guidelines and procedures are followed.
- Handle personnel issues.
- Contact various offices to request information as needed.
- Works with the Human Resources department on various issues.
- Manages all departmental accounts.
- Reconciles monthly financial reports to clear outstanding expenses, and transfers.
- Monitors and ensures money is spent correctly.
- Set up new vendors and ensure invoices are on the correct accounts.
- Makes cash deposits into special accounts.
- Maintains budget and Pcard management.
- Performs administrative duties, including but not limited to ordering, and tracking supplies, reimbursements, keeping a calendar, setting up meetings and appointments, and assisting with various awards and award committees.
- Solves departmental problems as they arise.
- Oversees records maintenance (inventory, office files, etc.)
- Performs various duties as needed to successfully fulfill the function of the position.
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.