The Administrative Coordinator provides logistical , scheduling, materials management, data management and coordination capacity for the Vice Provost for Academic Affairs and Faculty Development and the offices and units reporting to the Vice Provost. This position will perform support-oriented job duties for the Vice Provost and other Department Heads. These duties can be complex and of an advanced and confidential nature. Duties include but are not limited to, preparing reports and correspondence, distributing information, managing supply inventory, event planning in-person and via Zoom, scheduling and coordinating Faculty Development workshops, events and receptions, file maintenance and calendar management.
Duties\:
- Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions, including meeting coordination for the Vice Provost, answering incoming phone calls and greeting visitors to the office.
- Serves as liaison to internal and external partners, this includes staff, faculty and executive leadership, student leaders and students, community partners and vendors.
- Plans, coordinates and executes events/meetings including securing locations, food orders and invitations, making sure to follow appropriate guidelines for food expenses.
- Plans and coordinates specials projects and meetings; sends requests for agenda items and reminders.
- Makes travel arrangements for the Vice Provost and submit claims for payment.
- Organizes the department and Vice Provost's calendar for annual recurring faculty development programs and sponsored opportunities, including internal and external dates and deadlines.
- Manages records including organizing and maintaining university documentation, continuing education records for faculty development and confidential records in digital and hard copy form. Maintains confidentiality of records.
- Researches, collects and analyzes data and information. Prepares written reports and/or presentations including data tables and graphics.
- Assists others in Academic Affairs and Faculty Development with data for their presentations.
Performs related duties as assigned to successfully fulfill the function of the position.
The Administrative Coordinator provides logistical , scheduling, materials management, data management and coordination capacity for the Vice Provost for Academic Affairs and Faculty Development and the offices and units reporting to the Vice Provost. This position will perform support-oriented job duties for the Vice Provost and other Department Heads. These duties can be complex and of an advanced and confidential nature. Duties include but are not limited to, preparing reports and correspondence, distributing information, managing supply inventory, event planning in-person and via Zoom, scheduling and coordinating Faculty Development workshops, events and receptions, file maintenance and calendar management.
Duties\:
- Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions, including meeting coordination for the Vice Provost, answering incoming phone calls and greeting visitors to the office.
- Serves as liaison to internal and external partners, this includes staff, faculty and executive leadership, student leaders and students, community partners and vendors.
- Plans, coordinates and executes events/meetings including securing locations, food orders and invitations, making sure to follow appropriate guidelines for food expenses.
- Plans and coordinates specials projects and meetings; sends requests for agenda items and reminders.
- Makes travel arrangements for the Vice Provost and submit claims for payment.
- Organizes the department and Vice Provost's calendar for annual recurring faculty development programs and sponsored opportunities, including internal and external dates and deadlines.
- Manages records including organizing and maintaining university documentation, continuing education records for faculty development and confidential records in digital and hard copy form. Maintains confidentiality of records.
- Researches, collects and analyzes data and information. Prepares written reports and/or presentations including data tables and graphics.
- Assists others in Academic Affairs and Faculty Development with data for their presentations.
Performs related duties as assigned to successfully fulfill the function of the position.
Required education\: High School Diploma or GED, AND\:
- 12 months office, clerical, or administrative experience.
Skills\:
- Basic math skills
- Advanced computer skills with wide knowledge of business software
- Proficient in Microsoft Office
- Detail oriented for accuracy of data and information
- Highly organized and able to handle multiple projects and deadlines
- Excellent verbal and written communication
Certifications\: None
Working Conditions\:
- Physical\:
- Communicate effectively.
- Engage in repetitive motion.
- Environmental\:
- Standard office environment.
Departmental Preferences\: Data analysis and reporting, organizing schedules and logistical oversight of department workshops, seminars, special events and meetings.
Why You Belong at the University of Oklahoma\: The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!
Equal Employment Opportunity Statement\: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), 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, housing, financial aid, and educational services.
Required education\: High School Diploma or GED, AND\:
- 12 months office, clerical, or administrative experience.
Skills\:
- Basic math skills
- Advanced computer skills with wide knowledge of business software
- Proficient in Microsoft Office
- Detail oriented for accuracy of data and information
- Highly organized and able to handle multiple projects and deadlines
- Excellent verbal and written communication
Certifications\: None
Working Conditions\:
- Physical\:
- Communicate effectively.
- Engage in repetitive motion.
- Environmental\:
- Standard office environment.
Departmental Preferences\: Data analysis and reporting, organizing schedules and logistical oversight of department workshops, seminars, special events and meetings.
Why You Belong at the University of Oklahoma\: The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!
Equal Employment Opportunity Statement\: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), 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, housing, financial aid, and educational services.
Required Attachments
Documents required for this position are listed under the "Required Attachments" section of this job listing. You will be required to upload and attach these documents in the application process.
Important: ALL required documents must be attached to your job application or your documents will not be visible to the hiring department!
Administrative & Executive Assistance (1)