Sr. Administrative Support Specialist at University of Oklahoma in Oklahoma City, Oklahoma

Job Description:

The University of Oklahoma Health Sciences Campus, located in Oklahoma City, Oklahoma, is one of only four comprehensive academic health centers in the nation with seven health professional colleges: Allied Health, Pharmacy, Dentistry, Medicine, Public Health, Nursing, and Graduate. The OU Health Sciences is the leading educator of future health care professionals in the State of Oklahoma.

 An enrollment of 3600+ Health Sciences program students are located on two campuses (Oklahoma City and Tulsa) as well as six distance locations (Ardmore, Bartlesville, Duncan, Norman, Lawton, and Weatherford).  For Spring 2024, the Health Sciences enrollment is comprised of professional (59%), undergraduate (32%), graduate (8%) and non-degree/intercampus (1%) students.  The student community is comprised of 100+ different institutions with a hope and a commitment to research, caring, and healing.

 As a newly created department within the Health Sciences Senior Vice President and Provost Office, the OU Health Sciences Recruitment & Admissions team will provide support services for prospective and current students, alumni, and University partners. This position will directly support all centralized recruitment efforts.  With a committed goal to increase enrollment and ensure the best educational experience for tomorrow’s helpers, the OU Health Sciences is an exciting and dynamic place to serve, grow, and share in the University’s life changing mission. 

Duties:

• Maintains office files that may be of a confidential nature.


• Support recruitment initiatives.


• 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.


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


• Plans and organizes meetings and programs.


• Process requests to distribute student information to professional licensing boards and other organizations.


• Process duplicate diploma affidavits and payments.


• Process letters of good standing.


• Process transcript requests and degree enrollment verification forms.


• Process National Student Clearinghouse transcript and enrollment verifications.


• Process application fee cost transfers in PeopleSoft.


• Scan student records and link to students' permanent records.


• Support on-campus and off-campus recruitment events by assisting with setup, tear down and administrative tasks.


• Input student contact cards into digital database.


• 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


• Keen sense of customer service and serving others


• Ability to speak, read, and write clear, concise English


• Knowledge of Microsoft Office Suite (Outlook, Excel and Word)


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


• Ability to work independently and as a team player


• Highly organized and has a keen sense of details when it comes to projects and deadlines


• Must be detail oriented for accuracy of data and information


• Ability to multitask and self-motivated


• Ability to work in stressful situations


• Excellent interpersonal skills


• Ability to complete tasks in a timely manner

Working Conditions:

• 
  Physical: Must be able to sit for extended periods of time doing work on a computer and via the telephone. Must be able to communicate effectively and listens. Must be able to engage in repetitive motions.


• 
  Environmental: Standard office environment. Frequent exposure to pressure caused by deadlines and busy periods. Requires contact with other departments and university officials.

Departmental Preferences:

• Experience in higher education


• Knowledge of OU and/or OU Health Sciences

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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