No experience
Employment Type:
Full time
Job Category:
Staff Assistant
The University of Oklahoma | Norman, Oklahoma
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Job Description

POSITION INFORMATION: Independently performs advanced-level administrative support duties as well as coordinating payroll and assisting new employees. Coordinates and carries out special projects, report preparation, and research to facilitate an administrative or academic staff member. May lead or supervise administrative support/clerical staff.


* 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 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.

About The University of Oklahoma

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