Sr Admin Support Specialist- TULSA at University of Oklahoma in Tulsa, Oklahoma

Job Description:

The University of Oklahoma is one of the best places to work in the United States and one of the top employers in the state of Oklahoma, according to Forbes!  We provide a positive culture, health/well-being benefits, meaningful and purposeful work, flexible work hours, a remote/hybrid option (after a six-month training period), 15 paid holidays, and more than four weeks of paid leave each year.

The National Resource Center for Youth Services (NRCYS) at the University of Oklahoma has improved human services’ effectiveness for over 50 years. NRCYS provides training and technical assistance to programs in Oklahoma and nationally. Specializing in training and consultation, NRCYS is a leader in youth service philosophy, best practices, and youth engagement. 

Position Summary: 

This position will perform clerical and secretarial duties following specific rules and instructions.  

Duties:

• Coordinate with trainers to obtain W-9 and completed Independent Contractor Form. 5%


• Generate trainer task orders. Send to trainers and coordinate return of signed copies from trainers.  30%


• Post check payments in Peopleware and prepare bank deposits.  5%


• Prepare independent contractor and agency contracts for all trainers. 15%


• Review trainer invoices for completeness and communicate with trainers to obtain supporting documentation when needed. 15%


• Coordinate with customers to obtain payments, activate RCYCP exams for participants and assist customers with functions including resetting passwords or exams, entering clock hours or other issues as they arise.  10%


• Attend and participate in meetings as needed, including NRCYS Staff Meeting, Accounting Unit meetings, and individual supervision meetings. 5%


• Serve as backup for front desk coverage. 5%


• Maintain filing systems for all trainer task orders and contracts.  5%


• Perform fiscal year transitions including boxing and file creation. 5%


• Establish and maintain effective working relationships with internal and external customers. 


• Uphold, safeguard and engage in activities to support the University mission, NRCYS vision, mission, values, and core principles.

Education & Experience:

High School diploma or GED, AND:

• 24 months of office, clerical, or administrative support experience. 

Knowledge, Skills, & Abilities:

• General office and customer service skills


• Strong computer skills and working knowledge of Microsoft Office Suite (Outlook, Excel, and Word)


• Strong working knowledge of Adobe Acrobat and managing PDFs


• 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


• Must be able to multitask, be organized, and be self-motivated


• Ability to work in stressful situations


• Ability to communicate verbally and in writing

Department Preferences:

• Experience with DocuSign


• Experience with Quickbooks

Supervision:

• No supervisory duties.

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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