Administrative Coordinator to the Executive Director, Export Control and Secure Research Operations at University of Oklahoma in Norman, Oklahoma

Job Description:

As the administrative assistant to the Executive Director of Export Control and Secure Research Operations, the selected finalist will oversee the day-to-day administrative operations on behalf of the Executive Director, coordinate export control matters involving faculty, staff, and various administrative units of the University under limited supervision, and organize, coordinate, and perform clerical and administrative functions following established standards.

Essential Duties:

• Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions. Leads administrative activities including managing the export email account, answering office phones, and maintaining inventory of reviewed technology. Reviews and logs Restricted Party Screenings, Dynamic Screening Alerts, and proposal information sheets.


• Answers questions, provides information and handles complaints for internal and external customers.


• Monitors and evaluates the international travel of university faculty and staff. 


• Reviews any university owned equipment to determine if a licenses review is required; physical shipments going to other countries and flag for license reviews, and initial review of visa applications.


• Evaluates and log research proposals, grants, award contracts, agreements including but not limited to Non-Disclosure, Confidential, Proprietary Information, Data-Use, and Material Transfer, to ensure appropriate export compliance language is contained.


• Collects and disseminates information for internal and external customers. Gathers information and necessary documents deemed for export licensing requirements. Collects and disseminates information for internal and external customers.


• Keeps up to date and report on changes related to Export Administration Regulations, 15 CFR 730-774, the International Traffic in Arms Regulations, 22 CFR 120-130, and the Office of Foreign Assets Control 31 CFR 501-598. 


• Assists in the research of necessary information for preparing and submitting export control license applications and filing of Commodity Classification and Jurisdiction requests.


• Assists with preparation of budgets, controls delegated budgetary expenses and maintains budgetary records. Perform Office of Export Controls account reconciliations including but not limited to PCard, monthly financials, purchases, vendor payments etc. in the university financial system. Coordinate travel and submit claims in the university travel system. Manage and report transactions as appropriate in which obligate program funds for budgetary purposes. Collaborate with Vice President for Research and Partnerships Administrative team for monthly reconciliations and backup as needed. 


• Updates office procedures for a more efficient operation when necessary.


• Plans and coordinates special projects.


• Establishes and maintains filing systems including confidential documents.


• Performs other related duties as assigned.

Required Education: High School Diploma or GED, AND:

• 12 months office, clerical, or administrative experience.

Skills:

• Excellent written and verbal communication skills with a demonstrated ability to express and convey complex ideas to a varied audience


• Excellent analytical ability


• Excellent research and decision-making skills


• Good organizational and time management skills with the ability to be punctual for work


• Must have a high degree of professionalism


• Ability to collaborate and work in a team environment


• Demonstrated ability to make effective decisions, problem solve and handle confidential information with discretion


• Must be adept with browser-based software and web search tools


• Strong initiative to solve problems


• Proficient in Microsoft Office; Zoom/Skype


• Detail oriented for accuracy of data and information


• Highly organized and able to handle multiple projects and deadlines


• Ability to work both independently and with interdepartmental teams on various initiatives

Certifications:

• None

Working Conditions:

• 
  Physical:
  
  
  
  • Must be able to engage in repetitive motions and communicate effectively.
  
  
  • Frequent exposure to pressure caused by deadlines and busy periods.
  
  
  • Ability to communicate, including expressing oneself or exchanging information with others
  
  
  • Ability to use a computer daily.
  
  
  
  


• 
  Environmental:
  
  
  
  • Standard office environment
  
  
  
  

Departmental Preferences:

• Bachelor's Degree


• Previous OU experience


• 1 or more years of relevant experience in academic research, research administration, and compliance

Supervision: None

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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