Lead Administrative Support Specialist

University of Oklahoma

Oklahoma, OK

ID: 7104492 (Ref.No. ta221704)
Posted: July 1, 2022
Application Deadline: Open Until Filled

Job Description

Job Description

Come join the staff at OU HSC and become a part of Oklahoma's premier research university which leads the state in education and career opportunities. OU HSC is one of only four comprehensive academic health centers in the nation with seven professional colleges. We are currently building world-class institutes for the treatment of diabetes and cancer. We are looking for a Lead Administrative Support Specialist to join our team. 
This position performs support-oriented job duties to a Department Head or Manager.  Duties are complex and of an advanced nature, to include but not limited to maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, and coordinating activities.  
  • 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 
  • 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 in CONCUR to creare expence reports for reimbursements for physicians and allied health employees in four(4) Divisions
  • Distributes various forms of information to office personnel such as mail or newsletters
  • Will also assist with the  preparation and distribution of the newletter
  • Answers questions, provides information and handles complaints for internal and external customers
  • Maintenace of the department website and social media accounts
  • Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought
  • Update the on-call schedule in Smart-web monthly
  • Provides back-up coverage for departmental surgery scheduling
  • Performs related duties as assigned to successfully fulfill the function of the position

Job Requirements

Education: High School Diploma or GED
Experience: 48 months office, clerical, or administrative experience
  • Advanced knowledge of office procedures      
  • Office management and customer service skills        
  • Advanced knowledge of Microsoft Office Suite (Outlook, Excel, and Word)      
  • Excellent interpersonal skills      
  • Ability to work independently and as a team player      
  • Ability to complete tasks in an efficient and timely manner      
  • Must be detail oriented for accuracy of data and information      
  • Ability to multitask, be organized, and self-motivated      
  • Ability to work in stressful situations and meet deadlines in a timely manner       
  • Ability to communicate verbally and in writing
Working Conditions:
  • Physical: Sit for prolonged periods. Communicate effectively and listens. Engages in repetitive motion. Stand, reach, stoop, and bend.
  • Environmental: Standard office environment


Equal Employment Opportunity Statement  

The University of Oklahoma, 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, 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.  

Diversity Statement  

The University of Oklahoma is committed to achieving a diverse, equitable, and inclusive university community by recognizing each person's unique contributions, background, and perspectives. The University of Oklahoma strives to cultivate a sense of belonging and emotional support for all, recognizing that fostering an inclusive environment for all is vital in the pursuit of academic and inclusive excellence in all aspects of our institutional mission.