Admin Support Coordinator

Company: University of Oklahoma

Job Location: Norman, Oklahoma

Category: Administrative Assistants

Type: Full-Time

Pay Range: Commensurate based on education and experience

Benefits Eligible: Yes

Work Schedule: Monday - Friday, 8:00 a.m. to 5:00 p.m.

The Admin Support Coordinator plays a vital role in ensuring the smooth, efficient, and student-centered operation of the Office of SCM Student Services. Serving as the central administrative backbone of the department, this position supports the day-to-day functions of SCM Student Services while also contributing to the overall student experience through high-quality service, organization, and communication.

This role requires a proactive, detail-oriented professional who thrives in a collaborative academic environment and can balance daily operational needs with evolving departmental priorities.

Key Responsibilities

• Operational Coordination Oversees daily office operations to ensure a seamless and professional environment. Maintains office resources and primary responsibility for office purchasing, documentation of spending, and reconciliation of expenses.
• Administrative Support Provides high-level administrative assistance to departmental leadership, including scheduling, document preparation, meeting coordination, and project support. Ensures timely follow-through and contributes to efficient departmental processes.
• Student Records & Process Management Supports essential student-facing processes by maintaining accurate records, processing forms, updating tracking systems, and managing enrollment and compliance-related documentation for SCM students. Organizes and submits scholarship tuition requests and assists with knowledge management related to scholarship programs.
• Event & Program Logistics Coordinates logistics for orientations, workshops, advising sessions, student-focused events, and annual celebrations like Awards Banquet and Commencement. Manages room reservations, materials, communications, and on-site support to ensure successful execution.
• Student Experience Programming Contributes to the development and delivery of student engagement initiatives that foster community, wellness, and belonging. Assists with planning, communication, and implementation of student-experience activities and recognition programs. Takes ownership of maintaining Tandy Education Center spaces.
• Role Impact The Admin Support Coordinator strengthens the operational foundation of the Office of SCM Student Services, enabling the team to deliver high-quality support to students throughout their academic journey. By combining administrative excellence with a student-centered mindset, this role enhances the overall experience of learners in the medical and PA programs and supports the department's mission of fostering academic success, professional growth, and community.

Position Introduction

Under general supervision, provides administrative coordination and advanced office support. Responsibilities include: Responding to routine and moderately complex inquiries, Resolving administrative issues, and serving as a resource for staff and visitors. Coordinates filing systems; schedules and manages appointments and meetings, Oversees reception operations, Assists with student records, Maintains inventory; and prepares reports and correspondence. Additionally, coordinates student-facing events and supports initiatives to enhance the overall student experience, including ordering catering and managing event planning and day-of execution. Maintains student modular spaces and kitchen area cleanliness, functionality, and inventory availability. Assists with special projects, tracks deadlines, and ensures compliance with established procedures, using sound judgment to prioritize tasks and improve workflow efficiency.

Required Education and Experience: High School Diploma or GED. 12 months office, clerical or administrative experience.

Hiring Contingent Upon a Background Check: Yes