Administrative Support Specialist

University of Oklahoma

Oklahoma, OK

ID: 7121963 (Ref.No. ta230160)
Posted: January 24, 2023
Application Deadline: Open Until Filled

Job Description

Job Description


The Dodge Family College of Arts and Sciences is looking for a Administrative Support Specialist to join our team.  The Administrative Support Specialist position provides professional administrative support in the Department of Communication, including faculty, staff and students.

Essential Responsibilities: 

  • Office receptionist: answers incoming calls, welcomes guests, assists students, faculty and staff as needed
  • Distributes departmental campus mail
  • Orders office supplies
  • Manages the departmental website and social media accounts
  • Assists with distribution and monitoring of departmental keys
  • Manages faculty textbook orders
  • Assists instructors with equipment checkout
  • Assists with monitoring and scheduling computer labs, research labs, and conference rooms
  • Maintains confidential records
  • Maintains department syllabi records
  • Coordinates and assists with special events for the department
  • Maintains display cases, building directories, and faculty publication display case
  • Assists with proctoring graduate student exams
  • Oversees graduate student desk assignments
  • Processes travel reimbursements and assists with travel arrangements
  • Maintains faculty development accounts
  • Assists with payroll entry
  • Performs various duties as needed to successfully fulfill the function of the position

Job Requirements


Required Education:  High School diploma or GED

  • 12 months office, clerical or administrative support experience 


  • Proficient navigating and maintaining databases
  • Ability to speak, read and write clear, concise English
  • Basic math skills
  • Basic computer skills
  • Proficient in Microsoft Office
  • 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
  • Able to work well with interdepartmental teams and initiatives
  • General office skills such as multi-line phone, copying, filing, faxing, and mail
  • Composition and proofreading skills


  • None

Advertised Physical Requirements:

  • Regular pressure to meet productivity standards; frequent exposure to pressure caused by deadlines and busy periods; requires contact with other departments and university officials, may be required to lift and move items up to 25 lbs, bend, stoop, carry, engage in repetitive motion and communicate effectively.

Departmental Preferences:

  • Administrative or customer service experience

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

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.