Sr Administrative Support Specialist - Facilities at University of Oklahoma in Oklahoma City, Oklahoma

Job Description:

Performs diverse secretarial and receptionist tasks requiring good public relations, multi-tasking and organizational skills.  Performs administrative support duties for Facilities and Dental Support Lab to resolve routine questions and problems, file and track maintenance requests, schedule appointments, manage inventory, prepare reports and correspondence.   Exercises some discretion, ingenuity and independent judgment to determine proper course of action while following established standards.

 

Duties:

• Receives incoming calls for Facility personnel and refers to appropriate person. Records messages or responds to caller with routine information. Serves as a building contact person for other employees or the outside public and provides relevant facility information. 


• Provide clerical support as the main point of contact for building related issues.  Monitor SysAid ticket management and reporting system, field phone calls, emails, texts or in-person inquiries on tickets and issues related to Facilities.  


• Schedules various appointments for office personnel, vendors and maintenance personnel ensuring administrative details are completed. Manage office relocations and process invoices through PeopleSoft Financials; maintain appropriate files.   


• May coordinate meetings including scheduling and communications, 


• Verification of issues reported to ensure all pertinent details are captured to appropriately direct central site support personnel.  


• Manage employee onboarding for office preparation, nameplate signage, initiate telecom support tickets and follow-up.  Manage access plans for the facility and assign accordingly.


• Provide administrative support to auxiliary departments (Dental Support Lab, Information Technology, Informatics, etc.), generate reports, create correspondence, provide administrative assistance compiling information. Transport dental cases, track shipping and receiving of dental cases, prepare reports and collect data for special projects; enter data in ticketing systems and logging resolutions.


• Support of projects and act as liaison for external departments for COD point of contact (Central Site, Parking, Custodial, etc.)


• Support Scientific Day with PO's, logistics and coordination.


• Provide oversight of Central Site custodial employee assigned to COD.  


• Update all building signage in elevators, directories and generate maintenance notifications.


• Perform related duties as assigned or required to successfully fulfill function of position and office.


• Assist caller/visitor using discretion, ingenuity, and independent judgment to determine proper course of action while following established standards.

Required education: High School Diploma or GED, AND:

• 24 months office, clerical, or administrative experience

Preferred experience: Prior building maintenance or laboratory support experience is desired.

Knowledge, Skills & Abilities:

• Knowledge of office procedures       


• General office and customer service skills       


• 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

Working Conditions:

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


• 
  Environmental: Standard office environment.

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.