Administrative Operations Specialist

Administrative Operations Specialist role at Oklahoma State University

OSU-Stillwater

Michele Young
michele.young

Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends.

Regular Continuous/Until Further Notice

$17.00 - $23.00

Applications accepted until a successful candidate is hired. Submit by Dec 31, 2025 to ensure full consideration.

Resume, cover letter, and contact information for three professional references.

The Administrative Operations Specialist provides HR and administrative service to the Department of Wellness – Sponsored Programs (DOWSP) and Student Accessibility Services (SAS) administration, staff, and students. The responsibilities of the Specialist are to assist and coordinate the implementation of personnel related services, such as timekeeping, leave reporting, payroll, position classifications, recruitment, and onboarding of new employees. The Specialist assists in recruitment and new hire processes including, but not limited to, creating/updating position descriptions and posting of vacancies, and preparing letters of offer, all while acting as liaison between the DOWSP team and the Department of Wellness’ Assistant Director of Business Operations.

Provides Specialized (Programmatic specific) administrative support to DOWSP employees for the successful operation of multiple, diverse grants and contracts serving individuals across the state of Oklahoma. Develops and maintains/updates DOWSP HR procedural handbooks and provides HR & travel training assistance as needed to current and new staff (ex:
Banner system - completing and submitting timesheets, leave reports; AIRS system - travel requests, etc.). Processes travel requests and reimbursements using the AIRS system. Initiates and completes travel processes, and assists with all travel arrangements (hotels, airfare, rental cars, conference registrations, etc.) for DOWSP personnel, stakeholders/partners as needed. Proficiently uses OSU systems and forms and effectively communicates relevant Human Resources/personnel information to the DOWSP team.

Serves as financial back‑up when needed. This entails entering requisitions into OK Corral and processing invoices and change orders for the Accessibility Programs (ABLE Tech) section of the organization. Corresponds with employees, vendors, Purchasing, Fiscal Manager, and Accounting in connection with the OK Corral processes. Creates CVIs for Student Accessibility Services interpreting services. Verifies Pcard purchases of ABLE Tech staff and signing off as accountant for those purchases.

Enters all invoices paid, Pcard purchases, as well as CVIs onto the appropriate commitment logs. Will be cross‑trained and provide back‑up coverage on support processes as necessary. All other duties as assigned.

• High School/GED (degree must be conferred on or before agreed upon start date)
• Five years of progressive administrative experience. Post‑secondary education may be substituted for experience (1 year of education: 1 year of experience).
• Completion of Ambassador Program and/or Leadership Development after hire is required (approximately 10 hours per year).
• Ability to lift up to 10 lbs.
• Must efficiently handle multiple job assignments, maintain confidentiality, and secure information.
• Good working knowledge of Microsoft Word and Excel.
• Acquisition of Notary Public after hire is required.
• Good verbal and written communication skills and ability to work with a team.

• Bachelor’s in Business, Finance/Accounting or related field
• Related experience at OSU; knowledge of HR policies and procedures.
• Completion of Ambassador Program and/or Leadership Development Program.

Mid‑Senior level

Full‑time

Management and Manufacturing

Higher Education