Lead Administrative Support Specialist for Office of Research Services

University of Oklahoma

Oklahoma, OK

ID: 7111501 (Ref.No. ta222630)
Posted: September 22, 2022
Application Deadline: Open Until Filled

Job Description

Job Description


Performs support-oriented tasks for the Office of Research Services. Under limited supervision, manage day-to-day activities including but not limited to managing calendars, travel activities, equipment and computer purchases, and ORS administrative projects. Will also serve as liaison to internal and external stakeholders on behalf of the AVPRP and will delegate and monitor tasks of ORS administrative support staff, as necessary.  


  • Day-to-day operations: Purchasing, processing, and maintaining supplies, equipment, promotional items, and services for the department, including those for student and faculty research projects. Initiate PCard purchases and requisitions according to policies and procedures Track purchases PCard reconciliation and add new suppliers as needed. 
  • Review, prepare or maintain existing databases or reports; including but not limited to data entry, proofreading, or drafting reports or correspondence. 
  • POC for incoming calls to ORS phone line; stock supplies and the main office space and conference rooms tidy and organized; distribute mail; POC for office machines, such as the copy machine; and provide additional support to faculty, staff, and students as needed. 
  • Ability to work independently; excellent time management skills; strong organizational and project management skills; ability to manage multiple priorities, including ORS administrative projects and tasks of other ORS support staff, as necessary. 
  • Handles problems and material of confidential and critical matters with discretion. 
  • Attends various meetings as requested and assists as a backup in taking notes, preparing agendas, and disseminating information as requested by the Director of ORS. 
  • Is a strategic team member of the administrative support staff in ORS and works closely with the other team members to ensure good communication and coordination of activities involving ORS. Good interpersonal skills and ability to function as a member of a team is extremely important in this position to keep all initiatives running smoothly. 
  • Must have excellent technology skills and be proficient in PC/Windows and Apple/Macintosh. Must be proficient in Microsoft Office, Google Suite, Dropbox, and Zoom/Skype. 
  • Performs miscellaneous job-related duties as assigned. These can also be very important matters and should be handled accordingly. 

Job Requirements


Required Education: High School Diploma or GED, AND: 

  • 48 months of office, clerical, or administrative experience


  • Proficient in Microsoft Office; Google Suite; Zoom
  • Technology skills, proficient in PC/Windows and Apple/Macintosh.
  • Detail oriented for accuracy of data and information
  • Highly organized and able to handle multiple projects and deadlines
  • Able to communicate well and build rapport quickly with students, faculty, and staff
  • Able to produce reports and complete work within deadlines
  • Strong initiative to solve problems
  • Advanced office skills such as multi-line phone, copying, filing, faxing, and mail
  • Customer service
  • Ability to work both independently and with interdepartmental teams on various initiatives
  • Must have advanced/proficient/writing skills for composing audits, reports, and advisories


  • None

Advertised Physical Requirements:

  • Must be able to engage in repetitive motions and communicate effectively. Sit for prolonged periods. Standard office environment

Department Preferences:

  • Previous OU experience
  • Previous experience in OU procurement processes
  • Previous experience managing multiple calendars

Supervision: No Supervisory Duties


Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.  To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.
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. 
Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on 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.