Administrative Manager

University of Oklahoma

Oklahoma, OK

ID: 7112002 (Ref.No. ta222657)
Posted: September 28, 2022
Application Deadline: Open Until Filled

Job Description

Job Description


Provide comprehensive professional administrative support for all Faculty Senate activities.

Responsibilities Include:

  • Coordinate and attend the regular monthly and special meetings of the Faculty Senate. Record the proceedings and arrange for their transcription. Write and publish the Senate minutes with the approval of the Senate Secretary.
  • Prepare and distribute notices of all meetings of the Senate and its Executive Committee. With the approval of the Senate Chair, prepare and distribute the agenda of Senate meetings and Executive Committee meetings. Prepare informal notes of the Executive Committee meetings for the Chair.
  • Maintain roster of senators and attendance records for Faculty Senate meetings. Work with colleges to conduct elections to fill Senate vacancies.
  • Maintain records of Senate actions and their disposition.
  • Prepare and distribute lists of vacancies on University councils and committees and Senate Standing Committees. Maintain unofficial database of faculty appointments to University councils and committees and Senate standing committees.
  • Conduct annual appeal for faculty committee volunteers and collect and organize list of volunteers. Arrange and assist in meetings of the Committee on Committees to fill committee vacancies.
  • Design and update the website of the Senate and its standing committees. Maintain and publish information on Faculty Senate social media applications.
  • Prepare or direct the preparation of all Senate-related correspondence.
  • Maintain the Faculty Senate offices, overseeing security, maintenance, and space allocation within the offices.
  • Supply information and document requests for Senate officers.
  • Research, collect, and analyze data or information and prepare reports or responses to inquiries.
  • Maintain Faculty Senate calendar to ensure that targets are met.
  • Coordinate Faculty Senate Executive Committee meetings with the OU President, HSC Faculty Senate, OSU Faculty Council, OU Staff Senate, OU Student Government Association, and other higher education organizations.
  • Serves as liaison with offices on and off campus, working with interdepartmental teams and initiatives.
  • Collect and distribute annual reports from University councils.
  • Assist the Campus Tenure Committee with the processing of tenure dossiers, including organizing meetings, maintaining records, and preparing letters to candidates and administration of results.
  • Arrange for Faculty Appeals Board hearings: assemble hearing committees, send notifications, organize prehearing and hearing, and maintain records.
  • Send call for proposals for the Ed Cline Faculty Development Awards, organize submissions, arrange for committee meeting to decide on the recipients, and process payment to the recipients.
  • Assist Faculty Senate committees including the Faculty Compensation and Benefits Committee, the Faculty Welfare Committee, the Faculty Diversity, Equity, and Inclusion Committee and the ad hoc Committee on Faculty Senate Reapportionment.
  • Assist in budget administration such as monitoring expenditures and reconciling accounts.
  • Maintain Faculty Senate payroll and budget records. Assist in preparation of budget requests.
  • Exercise approval authority for payment of invoices, interdepartmental transfers, payroll, and other similar instruments, which obligate departmental funds.
  • Supervise student and/or clerical support staff.
  • Coordinate all meetings, receptions, and other special events of the Senate.
  • Maintain additional records, publish various reports, and perform other related duties as assigned.

Job Requirements


Required Education: Bachelor's degree, AND: 

  • 24 months experience as a manager in an Accounting, Finance, or Business Office

Equivalence/Substitution:  Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 72 months related experience



  • Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
  • Detail oriented for accuracy of data and information
  • Highly organized and ability to handle multiple projects and deadlines
  • Ability to communicate well and build rapport with students, faculty and staff
  • Ability to produce reports
  • Ability to multitask and meet deadlines in a timely manner


  • None

Advertised Physical Requirements:

  • Physical:
    • Sit for prolonged periods
    • Communicate effectively
    • Engage in repetitive motion
    • Use of computer, calculator and telephone
  • Environmental:
    • Standard office environment

Department Preferences:

  • None

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

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.