Administrative Coordinator at University of Oklahoma in Oklahoma City, Oklahoma

Job Description:

The University of Oklahoma is seeking a highly organized and detail-oriented Administrative Coordinator to support the Oklahoma Aerospace & Defense Innovation Institute (OADII). The incumbent will play a crucial role in assisting with the management and administrative coordination of the Institute, working closely with OADII leadership, associate directors, and OU faculty researchers. The Administrative Coordinator will be responsible for managing assigned day-to-day administrative tasks, facilitating communication, and ensuring the smooth operation of the Institute's activities.

The primary location for this position will be onsite at the Convergence Complex located within the Oklahoma City Innovation District. Periodic work will be conducted on the University of Oklahoma main campus (Norman) as required.

Essential Duties:

• Organizes, coordinates, and performs clerical and administrative functions following established standards.


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


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


• Assists with organizing and coordinating meetings, workshops, and events for the Institute, including logistical arrangements, agendas, and follow-up.


• Updates office procedures for a more efficient operation when necessary.


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


• Ensures compliance with University policies and procedures, including maintaining confidential and sensitive information.


• Reviews billing from contractors and vendors, making adjustments as needed.


• Establishes and maintains filing systems including confidential documents.


• Prepares staff schedules and monitors and approves time worked.


• Coordinates departmental personnel and payroll issues.


• Schedules appointments, makes travel arrangements and reconciles travel reimbursements.


• Collects and disseminates information for internal and external stakeholders.


• Performs other related duties as assigned.

Required Education: High School Diploma or GED, AND

• 12 months office, clerical, or administrative experience.

Skills:

• Ability to handle confidential information with discrection


• Flexibitlity to adapt to changing priorities and deadlines


• Ability to work collaboratively in a team environment


• 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

Departmental Preferences:

• A valid driver's license


• Ability to multi-task

Advertised Physical Requirements:

• Physical:
  
  
  
  • Communicate effectively.  
  
  
  • Engage in repetitive motion.
  
  
  
  


• Environmental:
  
  
  
  • Standard office environment.
  
  
  
  

Supervision: 

• None

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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