Assistant to the ARRC Directors and Travel Coordinator

University of Oklahoma

Oklahoma, OK

ID: 7115931 (Ref.No. ta223166)
Posted: November 11, 2022
Application Deadline: Open Until Filled

Job Description

Job Description

--- 

This position will provide administrative support to three associate directors of the Advanced Radar Research Center (ARRC) and be the ARRC’s POC for the Concur travel process. In addition, this position will assist with purchasing/shipping, departmental events, cost transfers, and will perform other organization-wide duties as needed, required, or designated.

Typical Functions May Include:

  1. Administrative Assistant
    • Manage calendars and coordinate scheduling with various parties, both external and internal to OU.
    • Make meeting arrangements including conference room reservations.
    • Plan and book travel for all directors, following all travel rules and guidelines.
    • Complete expense reports for travel expenses and restaurant meals paid on travel card.
    • Organize special projects and tasks for the directors, including those related to their teaching duties
    • Compile ARRC faculty journal articles and book chapters annually and post to the ARRC website.  Update the student paper award section of website as needed.
    • Help directors to maintain their CVs and CPSs in SciENcv, and compile faculty CVs/CPSs for proposal submissions.
    • Proofread correspondence, journal articles, conference paper, proposal documents, etc.
    • Complete miscellaneous errands and tasks as needed
  1. Travel Coordinator 
    • Be the point of contact for the Concur travel process for ARRC members
    • Assist faculty, staff and students with requests and expense reports
    • Assist with airfare, registrations, hotels, etc. for department visitors or participants
    • Trouble shoot returned expense reports and obtain answers to travel related questions
    • Update and maintain travel process information on the ARRC Wiki page
    • Assist with the PeopleSoft on-boarding process for those not eligible for travel cards (undergraduates, fellowship students) and submit required forms and information for reimbursement following travel
  2. Department Support 
    • Assist with purchasing and shipping as needed, requiring working closely with Export Control
    • Assist with on-boarding suppliers, submitting requestions, processing invoices, and reconciling PCard purchases
    • Support the event coordinator with catering, set up/clean up, sign-in table, etc.
    • Arrange for department technology surplus when required
    • Serve as back up for cost transfer, building access, room reservations
    • Perform general administrative duties in support of the department

 

 

 

Job Requirements

--- 

Required Education: Bachelor's degree, AND:   

  • 36 months experience in an administrative role.

Equivalency/Substitution: Will accept 48 months experience in lieu of the BS Degree for a total of 72 months related experience.

 

Skills:

  • Ability to speak, read and write clear, concise English
  • Basic math skills
  • Ability to accurately read and understand written materials and instructions
  • Proficient in Microsoft Office, Zoom, and other frequently used document sharing applications such as Dropbox
  • Must have proficient professional writing skills for drafting correspondence, summaries, and other required reports.
  • 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
  • Ability to work both independently and with interdepartmental teams on various initiatives

Departmental Preference

  • Previous OU experience, particularly with travel
  • Experience with Concur
  • Experience with Peoplesoft
  • Previous experience managing multiple calendars

Supervision: None

Certifications: Valid Driver’s License required for performing assistant duties and supporting other administrative staff

Physical Requirement: Must be able to engage in repetitive motions, sit for prolonged periods and operate in an office environment. Frequent exposure to pressure caused by deadlines and busy periods; ability to communicate, including expressing oneself or exchanging information with others; ability to use a computer daily.

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.

 

 


Apply Now
Please mention to the employer that you saw this ad on UniversityJobs.com