No experience
Employment Type:
Full time
Job Category:
Staff Assistant
(This job is no longer available)
Grad Date

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Job Description

POSITION INFORMATION: Independently performs advanced-level administrative support duties as well as special projects, report preparation, research, etc. to facilitate an administrative or academic staff member.


* Office Management. Assesses office procedures and makes necessary changes in order to improve office functioning. May assist in personnel selection of the clerical staff. May assume responsibility for training, assigning, and checking work of subordinates. Performs administrative and secretarial support duties. Routes calls to appropriate personnel. Receives incoming calls for office personnel and records messages or responds to caller with routing information. Serves as a contact person for other employees or the outside public. Communicates with internal and external offices to obtain or share information. Pays and balances departmental bills. Ensures administrative details are completed. Makes travel arrangements.
* Payroll Coordination. May act as the payroll coordinator for the department or assists the payroll coordinator. Collects time sheets, enters data into PeopleSoft, tracks leave, completes ETR's and special pays.
* Personnel Coordination. Completes all new employee paperwork and ensures accuracy. Contacts various departments to request information, secure computer access, ID badges, and department key(s). Opens and monitors positions in PeopleSoft. Tracks training of new employees. Works with Human Resources Department on various issues.
* Project Coordination. Coordinates and carries out projects or assignments requiring initiative, independent action and specialized knowledge or expertise. May include counseling students, event planning, producing in-house publications, performing public relations functions, etc.
* Report Preparation. Independently develops original drafts of materials using specialized knowledge. May assist physician in the preparation of reports or packets of information.
* Information Distribution. Provides information or counseling to students, employees, or the outside public. Independently responds to a variety of surveys, questionnaires and other requests for information. May help distribute mail, newsletters to department.
* File Maintenance. Creates and maintains patient records, reports, and files. Maintains office files that may be of a confidential nature such as personnel information and/or payroll files.
* Typing/ Correspondence. Types and proofreads letters, manuscripts, lectures, grant proposals, medical information, etc. Transcribes, copies, and distributes patient notes and letters. Takes minutes at various meetings. Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor or physician. Drafts replies to such correspondence with minimal instruction.
* As Needed. Performs related duties as assigned or as required to successfully fulfill the function of the position.

Education: Bachelor's Degree in a business related field

Equivalent/ Substitution: 48 months of experience involving administrative, journalistic, or other related specialized responsibilities may be substituted in lieu of a Bachelor's Degree

Preferred: Proficiency in OU Systems: Concur, Works/P-Card, REDCap, PeopleSoft


* Ability to work independently and as a team member.
* Excellent verbal and written communication skills.
* Proficiency with Microsoft Applications and computer software, including Excel, Word, Outlook, PowerPoint, Adobe.
* Ability to speak clearly, concisely and effectively; listen to, and understand information and ideas as presented verbally.
* Ability to deal with people in a manner which shows sensitivity, tact, and professionalism.
* Ability to establish and maintain working relationships.

About The University of Oklahoma

The University of Oklahoma offers several different ways that a donor can contribute. Staff members can provide information and answer questions about which donation method meets the needs of an individual donor: