Lead Admin Support Specialist
ID: 7115246 (Ref.No. ta223073)
Posted: November 1, 2022
Application Deadline: Open Until Filled
OU Health Stephenson Cancer Center is Oklahoma’s only National Cancer Institute (NCI)-Designated Cancer Center, and one of only 71 NCI-Designated Cancer Centers in the United States. This highly competitive accreditation ensures that our patients receive the highest standard of care and have access to the most advanced cancer treatment options.
At the Stephenson Cancer Center, we have an exciting new job opportunity that could be right for you! The Lead Administrative Support Specialist performs support-oriented job duties to a Department Head or Manager. These 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, managing oﬃce procedures, assisting with budget preparation, coordinating activities, serves as a payroll coordinator and resource to other support personnel and may supervise support staﬀ.
- 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.
- Monitors and orders supplies for the oﬃce and completes requisitions. May sign associate forms as authorized by the supervisor.
- 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 such as oﬃce supply expenditures and student or resident rotation schedules.
- Distributes various forms of information to oﬃce personnel such as mail or newsletters. Answers questions, provides information and handles complaints for internal and external customers.
- Performs statistical, business research, and routine computations that require knowledge of mathematics. Calculates service costs and issues service contracts for on and oﬀ campus vendors.
- Assesses oﬃce procedures and makes necessary changes in order to improve oﬃce functioning. Assists in personnel selection of the clerical staﬀ. May assume responsibility for training, assigning and checking work of subordinates.
- Acts as the payroll coordinator for the department or assists the payroll coordinator by providing oversight. Collects time sheets, enters into PeopleSoft, tracks leave, completes ETR's, and special pays.
- Assists in the preparation of budgets. Responsible for maintaining budgetary records and approving
- expenditures. Reviews billing from contractors and vendors, adjusts as needed. Issues cash accounts, credit cards, billing and equipment codes.
- Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.
- May supervise other clerical staﬀ, to include but not limited to selecting, training and evaluating performance of assigned staﬀ, preparing staﬀ schedules and tracking time worked in the timekeeping system.
- Performs related duties as assigned to successfully fulﬁll the function of the position.
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
- Physical: Sit for prolonged periods; communicate effectively and listen; engage in repetitive motion (stand, reach, stoop, 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.