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University of Oklahoma · 4 months ago

PEAK - Lead Admin Support Spec - Office of Legal Counsel

Norman, OK

Full-time

Onsite

Senior Level

1+ years exp

The University of Oklahoma is seeking a Lead Administrative Support Specialist for the Office of Legal Counsel. This role involves performing complex administrative duties, managing office procedures, and serving as a payroll coordinator while supporting a Department Head or Manager.

EducationHigher EducationUniversities

Responsibilities

Maintains office files that may be of a confidential nature such as patient or personnel information

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

Makes travel arrangements

Receives incoming calls for office personnel and refers calls to appropriate personnel

Records messages or responds to caller with routine information

Serves as a contact person for employees or the outside public this includes answering questions, provides information and handles complaints for internal and external customers

Monitors and orders supplies for the office and completes requisitions

May sign associate forms as authorized by the supervisor

Responsible for typing and proofreading letters, manuscripts, lectures, grant proposals, and medical information

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

Prepares various reports such as office supply expenditures and student or resident rotation schedules

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

Performs statistical, business research, and routine computations that require knowledge of mathematics

Calculates service costs and issues service contracts for on and off campus vendors

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

Assists in personnel selection of the clerical staff. May assume responsibility for training, assigning and checking work of subordinates

Acts as the payroll coordinator for the department or assists the payroll coordinator by providing oversight

Collects time sheets, enters into PeopleSoft, tracks leave, completes ETR¿s, and special pays

Assists in the preparation of budgets. Responsible for maintaining budgetary records and approving expenditures

Reviews billing from contractors and vendors, adjusts as needed. Issues cash accounts, credit cards, billing and equipment codes

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

May supervise other clerical staff, to include but not limited to selecting, training and evaluating performance of assigned staff, preparing staff schedules and tracking time worked in the timekeeping system

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

Qualification

Office managementMicrosoft Office SuiteCustomer serviceBudget preparationMultitaskingInterpersonal skillsDetail orientedVerbal communicationWritten communication