Administrative Coordinator at University of Oklahoma in Norman, Oklahoma

Job Description:

The School of Civil Engineering and Environmental Science is a dynamic department with degree programs ranging from civil and architectural engineering to environmental engineering and science. The candidate will be responsible for the overall administrative needs of the school and serves as the assistant to the academic director and as the office manager. The successful applicant will provide instruction and support for faculty and staff related to university policy and procedures to ensure compliance; train, supervise and back-up departmental student services staff; interface with departments across campus to facilitate efficient departmental operation; and organize, coordinate and perform clerical and administrative functions following established standards.

Essential Duties:

• Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions. 


• Schedules appointments for academic director.


• Assists academic director with faculty evaluations, post-tenure review, tenure and promotion processes as well as faculty searches


• Assists with the development, implementation, and interpretation of policies and procedures, ensuring compliance with federal, state and university policies and regulations.


• Answers questions, provides information and handles complaints for internal and external customers. 


• Updates office procedures for more efficient operation when necessary.


• Assists with preparation of budgets, controls delegated budgetary expenses and maintains budgetary records as required.


• Approves departmental expenditures within predetermined guidelines.


• Oversees departmental inventory reporting. 


• Reviews billing from contractors and vendors, adjusts as needed.


• Establishes and maintains filing systems including confidential documents. 


• 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.

Schedule: 8 AM – 5 PM Monday – Friday; occasional evenings and weekends for events. (This is onsite)

Travel: Occasional local travel to outreach and other event venues. Less than 5%.

Required Education and Experience: High School Diploma or GED, AND:

• 12 months office, clerical, or administrative experience.

Knowledge, Skills & Abilities:

• 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


• Able to communicate well and build rapport quickly with students, faculty and staff


• Able to produce reports and complete work within deadlines


• Strong initiative to solve problems


• Creativity in problem solving

Certifications or Licenses:

• Valid driver’s license required for travel.

Working Conditions:

• Frequent exposure to pressure caused by deadlines and busy periods.


• Ability to sit for long periods of time and engage in repetitive motions.


• Able to grasp objects with fingers or hands; communicate; including expressing oneself or exchanging information with others orally and in written form; see, including color, depth perception and clarity. 


• Stand, sit, walk, and lift up to 10 pounds.


• Standard office environment

Supervision:

• Supervises assigned staff as required.

Department Preferences:

• B.S. degree


• Familiarity with university systems (ONE, Course Leaf, DegreeNavigator, Canvas, Slate)


• Advanced Excel skills with the ability to build and manipulate spreadsheets.


• Familiarity with OU Policies and Procedures

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.

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