Lead Administrative Support Specialist

Lead Administrative Support Specialist (260299)

Job Number: 260299

OU Parking

Parking Services, University of Oklahoma

Full-time, Monday – Friday, 8:00 AM – 5:00 PM (Onsite)

Targeted salary of $40,000, based on experience.

Yes

Resume

Performs support-oriented job duties to a Department Head or Manager. Duties are complex and of an advanced nature, including but not limited to maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, assisting with budget preparation, and coordinating activities. Serves as a payroll coordinator and resource to other support personnel.

May supervise support staff.

• 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.
• 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, answering questions, providing information and handling complaints for internal and external customers.
• Monitors and orders supplies for the office and completes requisitions.
• May sign associate forms as authorized by the supervisor.
• Responsible for typing and proofreading letters, manuscripts, lectures, grant proposals, and medical information.
• Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor.
• Drafts replies to such 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.
• Performs statistical, business research, and routine calculations requiring 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 clerical staff. May assume responsibility for training, assigning, and checking work of subordinates.
• Acts as the payroll coordinator for the department or assists by providing oversight.
• Collects timesheets, enters them into People Soft, tracks leave, completes ETRs, and handles special pay.
• Assists in the preparation of budgets. Maintains budgetary records and approves expenditures.
• Reviews billing from contractors and vendors, adjusts as needed. Issues cash accounts, credit cards, billing, and equipment codes.
• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.
• May supervise other clerical staff, including selecting, training, evaluating performance, preparing schedules, and tracking time in the time‑keeping system.
• Performs related duties as assigned to successfully fulfill the function of the position.

Required

Education and Experience:

High School Diploma or GED, plus 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.
• Ability to complete tasks efficiently and timely.
• Detail orientation for accuracy of data and information.
• Ability to multitask, be organized, and self‑motivated.
• Ability to work in stressful situations and meet deadlines.
• Ability to communicate verbally and in writing.

None.

• Physical:
  • Sit for prolonged periods.
  • Communicate effectively and listen.
  • Engage in repetitive motion.
  • Stand, reach, stoop, and bend.
• Environmental:
  • Standard office environment.

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