*Administrative Assistant at University of Oklahoma in Oklahoma City, Oklahoma

Job Description:

The Center for Geroscience and Healthy Brain Aging is looking for a creative and energetic individual to join our administrative team!  This position performs support-oriented job duties to the Director of the Oklahoma Nathan Shock Center (NSC).  The NSC is a large federally funded program that provides resources and services to the research community.  Duties are complex and of an advanced nature, to include but not limited to maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, and coordinating activities.

Duties:

• Maintains office files that may be of a confidential nature such as personnel information.


• May complete research, gather/organize data and assist with creation and implementation of departmental policies.


• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought. 


• Makes travel arrangements for Geroscience faculty, staff and guests.


• Assesses office procedures and makes necessary changes in order to improve office functioning.  


• Distributes various forms of information to office personnel such as mail or newsletters.


• Answers questions, provide information and handles complaints for internal and external personnel.


• Responsible for typing and proofreading letters.


• Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor. 


• Drafts replies to such correspondence with minimal instruction.


• Receives incoming calls for office personnel and refers to appropriate personnel. Records messages or responds to caller with routine information.


• Serves as a contact person for employees or the outside public. 


• Monitors and orders supplies for the office and completes requisitions.


• Schedules various appointments for office personnel and ensures administrative details are completed. 


• Communicates professionally and timely with all internal and external personnel and campus departments.


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

Required Education:  High School Diploma or GED, AND

• 12 months office, clerical, and administrative experience 

Skills:

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  Highly proficient in Office 365, with an emphasis on Excel, Word and Outlook
  
  


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  Advanced knowledge of office procedures
  
  


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  Must be comfortable multi-tasking, be organized, and self-motivated
  
  


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  Ability to create, edit, and manipulate spreadsheets in MS Excel
  
  


• 
  Office management and customer service skills
  
  


• 
  Excellent interpersonal skills
  
  


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  Ability to work independently as a team player
  
  


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  Ability to complete tasks in an efficient and timely manner
  
  


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  Must be detail-oriented for accuracy of data and information
  
  


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  Ability to work in stressful situations and meet deadlines in a timely manner
  
  


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  Ability to communicate verbally and in writing 
  
  

Working Conditions:

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  Physical: Sit for prolonged periods. Communicate effectively and listens. Engages in repetitive motion. Stand, reach, stoop, and bend.
  
  


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  Environmental: Standard office environment.

Department Preferences:

• 
  2 or more years experience with MS Excel
  
  


• Ability, willingness and initiative to learn job-related platforms (PeopleSoft, Concur, Doodle, etc.)


• Previous finance,  accounting, or bookkeeping experience helpful

Supervision:  Will report to the Lead Admin/Finance Coordinator for the Center for Geroscience and Healthy Brain Aging.

Equal Employment Opportunity Statement:  The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of 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.

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. 

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