Administrative Support Coordinator (Administrative)

The administrative support coordinator supports the Director of Policy within the Office of Legal Counsel. Duties are complex and of an advanced nature, to include but not limited to a variety of administrative functions including preparing legal documents, scheduling, organizing and maintaining records, processing mail, and coordinating with various administrators and other University departments. This includes assisting with reviewing documents for completeness, adequacy, and conformity with established requirements, and will draft routine correspondence, policies, and other documents as needed.

Essential Duties: 

• Performs administrative support-oriented job duties such as file maintenance, preparing correspondence, reports, PowerPoint slides, scheduling meetings, proofreading documents, and assist with uploading documents into the policy repository.
• Oversees initial communication with University departments and outside parties, including in person, phone, and email.
• Processes new hire and termination paperwork. Maintains personnel files and update the incoming and outgoing employee information.
• May assist with new hire and termination paperwork. Maintains personnel files and updates the incoming and outgoing employee information.
• Oversees records maintenance, to include but not limited to inventory, personnel, and office files.
• Submits travel claims for Director of Policy.
• Update time supervisor approver in PeopleSoft, assign required trainings, and run reports.
• May manage approval process for payroll, leave accounting/reporting, and other financial matters.
• Assists with developing, implementing, and interpreting policies and procedures, ensuring compliance with Federal, State and University policies and regulations.
• Assists with coordination and planning of program hosted events and programs/logistics.
• Negotiates with contractors and vendors.
• Coordinates and executes department events.
• May assist with budget administration, account reconciliation, and Pcard management.
• Provides support with purchases, travel, policies and procedures, awards, funding requests, and reimbursement requests.
• Performs various duties as needed to successfully fulfill the function of the position.

Required Education: High school diploma or GED, AND:

• 12 months office, clerical, or administrative experience.

Skills:

• Strong communication skills and the ability to work effectively with a wide range of constituencies.
• Advanced knowledge of office procedures.
• Working knowledge of accounting processes.
• Ability to use a computer and calculator.
• Proficient in Microsoft Office Suite (Outlook, Excel, and Word).
• Advanced Excel skills with ability to build and manipulate spreadsheets.
• Familiar with legal software and platforms.
• Excellent interpersonal skills.
• Ability to work independently and as a team member.
• Ability to complete tasks in an efficient and timely manner.
• Must be detail oriented for accuracy of data and information.
• Ability to work in stressful situations and meet deadlines in a timely manner.
• Ability to multitask, be organized, and self-motivated.
• Ability to communicate verbally and in writing.
• Basic math skills.

Certifications: None

Required Working Conditions:

• Sit for prolonged periods.  
• Use of a computer.
• Manual dexterity.  
• Communicate effectively.
• Engage in repetitive motion.
• Standard Office Environment.
• Ability to travel.

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.