Administrative Support Specialist-Tulsa at University of Oklahoma in Tulsa, Oklahoma

Job Description:

Administrative Support Specialist

Position Information: Under direct supervision, performs entry-level administrative support-oriented job duties, to include but not limited to resolving routine questions and problem, filing maintenance, scheduling appointments, reception, inventory management, typing, report preparation, and correspondence.  Job duties are clearly defined using standard methods and routines to accomplish tasks. 

Essential Duties:

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  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 typing correspondence, manuscripts, lectures, grant proposals, and medical information.  Reviews and responds to routine correspondence for the office personnel. 


• Prepares various reports, to include but not limited to office supply expenditures and student or resident rotation schedules.  Makes copies and assembles materials.


• Opens, routes, and prepares incoming and outgoing mail. May run errands for the department.


• Performs related duties as assigned to successfully fulfill the function of the position.

Qualifications:

Required Education: High School diploma or GED, AND: 

• 12 months office, clerical or administrative support experience.

Working Conditions:

• 
  Physical: Sit for prolonged periods.  Communicate effectively and listens.  Engage in repetitive motion.  Use of computer and telephone.  Stand, stoop, bend, and reach.


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  Environmental: Standard office environment.

Knowledge, Skills & Abilities:

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  Working knowledge of office procedures


• General office and customer service skills


• Working 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


• Ability to communicate verbally and in writing

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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