Lead Administrative Support Specialist

University of Oklahoma

Oklahoma, OK

ID: 7109039 (Ref.No. ta222353)
Posted: August 25, 2022
Application Deadline: Open Until Filled

Job Description

Job Description

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The Office of Research Administration (ORA) Lead Admin Support Specialist is a clerical staff member responsible for University-wide intake of grant and contract proposals and awards throughout the sponsored project life cycle. The Lead Admin Support Specialist and the Admin Team serve as the primary point of intake for document processing in ORA. This team streamlines the intake process to ensure that all necessary documents are received, appropriately tracked both physically and electronically and distributed within the ORA office, the campus community, and external entities. This position/team serves as support to the Grants and Contracts team of SPAs throughout the lifecycle of the project.
 
As part of the ORA Admin Team, the Lead Admin Support Specialist enters and ensures accuracy and completion of project-related data and records maintained in ORA’s electronic databases and document management systems, including SoonerTrack and PeopleSoft. These activities are performed at proposal time and at the request of the Sponsored Program Administrators (SPA's) or management. This position utilizes knowledge of policies and procedures to facilitate the processes related to pre-award grants and contracting.  This position is responsible for receiving all incoming phone calls for office personnel and refers calls appropriately.  This position reports to and assists the Administrative Manager.
 
Duties: 
  • Operations - Completes ORA intake process by working through the HSCORA inbox daily. This includes but is not limited to; physical and electronic file maintenance, disbursing files and coordinating with SPAs, and purging functions.
  • Completes data entry accurately and timely.
  • Assists in updating policy and procedure manuals and documenting processes as needed.
  • Adheres to these policies/procedures.
  • Meets time frames to ensure overall office goals and objectives are met.
  • Assists with office supplies and equipment maintenance as needed.
  • Receives and disburses phone calls.
  • Processes and distributes incoming mail.
  • Assists the Administrative Manager as needed.
  • As Needed - Performs various duties as needed to successfully fulfill the function of the position.
 

Job Requirements

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Education: High School Diploma or GED.
 
Experience: 48 months office, clerical, or administrative experience.
 
Preferences:  PeopleSoft experience preferred.
 
Skills:
  • 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.