Assistant to the Associate Deans at University of Oklahoma in Norman, Oklahoma

Job Description:

Join the fun and creative team at the University of Oklahoma's Gibbs College of Architecture! We're seeking a dedicated and detail-oriented executive assistant to support our Associate Deans on the beautiful OU-Norman campus. This role is key to providing top-notch support to our graduate students and involves various administrative and research-related tasks.

At Gibbs College, you'll be part of a collaborative and friendly environment with a dynamic work atmosphere. OU’s mission focused service to the state and society means your work will make a real impact. If you're a self-starter with a passion for academic administration and research support, we want you on our team!

Assistant to the Associate Dean for Research and External Engagement

Key duties often involve managing research grants, coordinating research activities, and assisting with policy development and compliance. The role may also require preparing reports and handling administrative tasks:

• Research Coordination Support: Assisting in organizing research projects, facilitating collaboration among researchers, and ensuring projects align with university goals.


• Policy Implementation Support: Helping implement research policies and procedures, ensuring adherence to regulatory requirements.


• Data Analysis and Reporting Support: Assisting with collecting and analyzing research-related data,and preparing draft reports and presentations for internal and external stakeholders.


• Grant Management Support: Assisting in identifying funding opportunities, preparing grant proposals, and managing grant budgets and compliance.


• Event Coordination Support: Assisting with planning and coordinating research-related events, such as workshops, seminars, and conferences.


• Administrative Support: Managing schedules, handling correspondence, and maintaining records related to research activities.


• Other Duties as Assigned

Assistant to the Associate Dean for Academic and College Administration

• 
  Administrative Support for Graduate Program: Collect information and help with tracking each graduate program recruitment plan, GA position offer and follow-up, graduate student onboarding, orientation (including coordination of entrance and exit survey) and HR related paper works, and similar tasks.


• 
  Academic Support for Graduate Programs: Oversee and support graduate liaisons with graduate student advising and course permission request for accelerated master’s students across all Gibbs programs.


• 
  Administrative Support for Graduate Faculty: Audit graduate faculty status and assist with application process, renewal, and tracking.


• 
  Data Analysis and Reporting Support: Assist with creating and maintaining dashboards for tracking graduate programs, faculty load management, and credit hour generation
  


• 
  Event Coordination and Support: Organize and facilitate GCA graduate program council meetings, graduate student orientation, graduate student showcase and other graduate student college events. Expected to attend all OU Grad College semester meetings.

Required Education: High School Diploma or GED, AND:

•  12 months office, clerical, or administrative experience.

Skills:

• 
  Strong organizational and communication skills
  
  


• Basic math skills


• Advanced computer skills with wide knowledge of business software


• Proficient in Microsoft Office

Advertised Physical Requirements:

• Sits for prolonged periods. Communicate effectively. Manual dexterity.


• Standard office environment.

Department Preferences:

•  Experience in academic and/or research administrative support

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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