Administrative Coordinator (Project Management)

Come join the staff at OU Health Sciences and become a part of Oklahoma's premier research university which leads the state in education and career opportunities. OU Health Sciences is one of only four comprehensive academic health centers in the nation with seven professional colleges. OU Health Sciences Student Affairs is looking for an Administrative Coordinator to join our team! The Administrative Coordinator performs support-oriented job duties to a Department and Department Head. Duties are complex and of an advanced nature, to include but not limited to maintaining files, scheduling appointments, managing inventory, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, assisting with budget preparation, and coordinating and facilitating activities.

Duties:

• Coordinates, schedules, and notifies personnel of meetings for Student Affairs Council, Staff Meetings, 30/60/90 evaluations, requests from the Associate Vice President of Student Affairs, and other departmental lead meetings as needed
• Serves Oklahoma City campus with compliance coordination, including but not limited to, encryption, Complio, Health Insurance, and others as needed.
• Provides updates and notes as needed in iAdvise
• Plans and executes event coordination for the 4.0 Medallion Ceremony (annual)
• Provide event coordination and support for other events hosted by Health Sciences Student Affairs
• Responsible for coordinating food orders for staff events and department programs
• Coordinates the review and scoring of Student Relief Fund applications and processes for payment as appropriate.
  
• Assists in the onboarding of new hires in the department
• May supervise support staff
• 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 caller with relevant information
• Serves as a contact person for employees or the outside public
• Monitors and orders supplies for the office and prepares requisitions as needed
• Responsible for typing and proofreading letters, and other documents. 
• 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 organization expenditures
• Distributes various forms of information to office personnel such as mail or newsletters
• Answers questions, provides information and handles complaints for internal and external customers
• Performs statistical, business research, and routine computations that require knowledge of mathematics
• Assesses office procedures and makes necessary changes in order to improve office functioning
• Assists in personnel selection of clerical and student staff
• May assume responsibility for training, assigning and checking work of subordinates
• Reviews billing from contractors and vendors, adjusts as needed
• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought
• May supervise other clerical staff, to include but not limited to selecting, training and evaluating performance of assigned staff and preparing staff schedules 
• Financial Responsibilities within Peoplesoft include preparing Accounts Payable vouchers, Purchasing requisitions for POs, SURs, and cost transfers, and pulling queries for monthly activity reports and cash reports.
• Assists Registered Student Organizations with ordering as appropriate, and processes requests for reimbursement or direct payments.
• Performs related duties as assigned to successfully fulfill the function of the position

Required education: High School Diploma or GED, AND:

• 12 months office, clerical, or administrative experience.

Skills:

• 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 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 and meet deadlines in a timely manner
• Ability to communicate verbally and in writing and listen
  

Working Conditions:

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

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.