"Assistant to the Dean/Office Manager"

Assistant to the Dean/Office Manager

Company: University of Oklahoma

Job Location: Oklahoma-Norman-Norman Campus

Category: Executive Assistants

Type: Full-Time

Job Number: 251734

Organization: International & Area Studies

Schedule: Work Schedule: Monday-Friday 8:00am-5:00pm

Work Type: Onsite

Salary Range: Commensurate with experience

Benefits Provided: Yes

Required Attachments: Resume, Cover Letter

Job Description

The College of International Studies is dedicated to advancing the University's global engagement and international focus. This position provides high-level administrative support to the Dean, including managing calendars, coordinating meetings and appointments, arranging travel, and assisting in the resolution of departmental issues. Beyond executive support, the position also delivers comprehensive administrative and financial oversight for the College-managing budgets, conducting financial analyses, coordinating projects, and supporting personnel and operational functions. This role is essential in ensuring the College operates efficiently and in full compliance with university policies and procedures.

Essential Duties:

• Manage all departmental accounts and Foundation funds, including review and approval of financial transactions, payroll actions, and budget revisions.
• Support unit leadership in course scheduling, faculty and postdoctoral searches, annual faculty reviews, tenure and promotion processes and coordinating departmental meetings/preparing minutes.
• Reconcile monthly financial reports and monitor budget-to-actual performance to ensure fiscal accountability.
• Serve as a knowledgeable resource on university policies and procedures, providing guidance to faculty and staff.
• Recommend and develop strategies for process improvements and organizational change.
• Act as the department's payroll coordinator or provide oversight of payroll functions.
• Coordinate and execute projects or assignments requiring independent judgment and specialized knowledge.
• Provide administrative and logistical support to the Dean in coordinating meetings and communications with the College's Board of Visitors, including scheduling, preparing meeting materials, and maintaining related records.
• Handle personnel-related matters in collaboration with Human Resources, including hiring, access setup, and issue resolution.
• Provide administrative support such as managing calendars, scheduling meetings, and assisting with award processes and committees.
• Conduct training for office personnel as needed.
• Serve as the department liaison for purchases, travel, faculty reimbursements, and funding requests.
• Maintain departmental records, including inventory, personnel files, and administrative documentation.
• Ensure timely and accurate completion of tasks and maintain a proactive approach to problem-solving.
• Support faculty through various administrative services, ensuring adherence to university policies and procedures.
• Perform other duties as assigned to support the overall mission and operations of the department.

Job Requirements

Required Education: Bachelor's degree in Accounting, Finance, Business, Management, or related field.

Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelor's degree.

Skills:

• Working knowledge of office procedures.
• Working knowledge of financial processes.
• Knowledge of Microsoft Office Suite (Outlook, Excel, and Word).
• Excellent interpersonal skills.
• Ability to work as a team member.
• Ability to complete tasks in an efficient and timely manner.
• Ability to multitask and self-motivated.
• Ability to communicate verbally and in writing.
• Advanced computer skills with wide knowledge of business software.
• Detail oriented for accuracy of data and information.
• Highly organized and able to handle multiple projects and deadlines.

Certifications: None

Advertised Physical Requirements:

• Sit for prolonged periods.
• Communicate effectively and listen.
• Ability to engage in repetitive motion.
• Standard office environment.

Departmental Preferences:

• University experience
• Experience with PeopleSoft

Supervision: May supervise 1-2 staff and/or students

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.

Why You Belong at the University of Oklahoma: The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!

Equal Employment Opportunity Statement: The University, 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, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), 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, housing, financial aid, and educational services.

Hiring contingent upon a Background Check?: Yes

Special Indications: Hiring contingent upon police records check

Job Posting: Oct 6, 2025