Assistant to the Director/Graduate Programs Coordinator - Job Number: 230665

University of Oklahoma Norman Campus

Norman, OK

ID: 7134628
Posted: March 17, 2023
Application Deadline: Open Until Filled

Job Description

Job Description---

This position serves as the Assistant to the Director, Office Manager, and Graduate Programs Coordinator for the School of Chemical, Biological and Materials Engineering. The position will provide administrative and financial assistance to the director, faculty, staff, and students. This position will also be responsible for coordinating and supporting the graduate program in CBME.


Serves as the Shared Business Services Center liaison for financial, payroll, human resources, and travel transactions.
Acts as the payroll coordinator for the school in coordination with SBSC.
Coordinates with the GCoE Budget and Grant teams regarding funding.
Coordinates faculty progression processes, annual reviews, faculty searches, tenure, and post-tenure reviews.
Coordinate events – ordering, catering, invitation, space reservations, etc.
Updates office procedures for a more efficient operation when necessary.
Establishes and maintains filing systems including confidential documents.
Hires, trains, supervises, and evaluates performance of assigned staff.
Prepares staff schedules, monitors, and approves time worked.
Ensures compliance with federal, state and university policies and regulations.
Serve as the department liaison with the College Dean’s office, SBSC, and other campus departments, as well as the community.
Coordinates with the GCoE Communications Team regarding website updates and social media posts.
Graduate program activity includes recruitment, admission, and progress toward degree activities.
Other duties as assigned.

Job Requirements---

Required Education: Bachelor’s degree, AND:

12 months related experience
Equivalency/Substitution: Will accept 48 months experience in lieu of the Bachelor's degree for a total of 60 months related experience.


Proficient in Microsoft Office Suite (Outlook, Excel, and Word)
Detail oriented for accuracy of data and information.
Ability to communicate effectively and professionally.
Working knowledge of accounting processes
Ability to work as a member of a team
Highly organized and able to handle multiple projects and deadlines.
Advertised Physical Requirements:

Regular pressure to meet productivity standards; frequent exposure to pressure caused by deadlines and busy periods; ability to engage in repetitive motions; grasp objects fingers or hands; speak, including expressing oneself or exchanging information with others; and see, including color, depth perception and clarity.

Supervision: 1-2 staff, PEAK as necessary

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.