Sr. Administrative Support Specialist (Project Management)

The Sr. Administrative Support Specialist will assist the Anne and Henry Zarrow School Social Work Continuing Education program, BASW, MSW, PhD programs and Alumni Groups. Performs diverse administrative tasks requiring good public relations, multi-tasking and organizational skills, administrative support for Zarrow Hall to resolve routine questions and problems. Expectation will be to exercise discretion, ingenuity and independent judgment to determine proper course of action while following established standards.

Essential duties for this role will include the following:

• Serves as a building contact person for Zarrow Hall and Community Room and provides relevant facility information.
• Generates correspondence and forms. Orders, prints and distributes materials.
• Oversee computers and AV systems within Zarrow hall are fully functional and updated.
• Facilitates rental, set-up, audio-visual, and clerking needs for Community Room.
• Assists with the coordination, preparation and delivery of program hosted events and programs/logistics for School of Social Work.
• Provides logistical support including event schedules, booking venues, food and beverage requirements and managing participant registration.
• Coordinates scheduling of activities for Continuing Education program, BASW, MSW, PhD programs and Alumni groups for both Norman and Tulsa campuses.
• Assists with budget planning and cost estimates.
• Update all building signage in elevators and directories and generate maintenance notifications.
• Coordinates and maintain social media accounts and website.
• Create and distribute newsletter to community partners and alumni on recent accomplishments and upcoming events.
• Maintains office files that may be of a confidential nature.
• Schedules various appointments for office personnel and ensures administrative details are completed.
• Receives incoming calls for office personnel and refers to appropriate person.
• Records messages or responds to caller with routine information.
• Serves as a contact person for other employees or the outside public.
• Provides information regarding location or availability of materials, resources, and services.
• Monitors and orders supplies for the office and completes requisitions.
• Responsible for preparing correspondence. Reviews and responds to routine correspondence for the office personnel.
• Prepares various reports and makes copies and assembles materials.
• May act as the payroll coordinator for the department or assists the payroll coordinator by providing oversight.
• Opens, routes, and prepares incoming and outgoing mail.
• May run errands for the department.
• Makes travel arrangements.
• Oversees computers and AV systems within Zarrow Hall are fully functional and updated.
• Facilitates rental, set-up, audio-visual, and clerking needs for Community Room.
• Assists with coordination, preparation and delivery of program hosted events and programs/logistics for School of Social work.
• Provides logistical support including event schedules, booking venues, food and beverage requirements and managing participant registration.
• Assists with budget planning and cost estimates.
• Update all building signage in elevators and directories and generate maintenance notifications.
• Coordinates and maintain social media accounts and website.
• Create and distribute newsletter to community partners and alumni on recent accomplishments and upcoming events.
• Performs related duties as assigned to successfully fulfill the function of the position.

Required Education: High School Diploma or GED, AND: 

• 24 months office, clerical, or administrative experience

Skills:

• Knowledge of office procedures.
• General office and customer service skills.
• Knowledge of Microsoft Office Suite (Outlook, Excel, and Word).
• Excellent interpersonal skills.
• Ability to communicate effectively verbally and in writing.
• Ability to work independently and as a team player.       
• Ability to complete tasks in an efficient and timely manner.
• Must be detail oriented for accuracy of data and information.
• Ability to multitask, be organized, and self-motivated.
• Ability to work in stressful situations.

Certifications:

• None

Required Working Conditions:

• Sit for prolonged periods.
• Communicate effectively and listens.
• Engage in repetitive motion.
• Use of computer and telephone.
• Stand, stoop, bend, reach and lift.
• Standard office environment.

Departmental Preferences:

• Experience planning events and/or seminars. 
• Experience/understanding of classroom technology.
• Prior office/building management or support experience.

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.  To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

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.