"Assistant to the Director and Office Manager"

Job Description

Do you enjoy being part of a team? Looking for some extra perks that come along with the job? Look no further.... You can join the Gallogly College of Engineering Team as the Office Manager for the School of Computer Science. In this position, you will be responsible for the overall administrative needs of the school and serve as the assistant to the academic director and as the office manager. You will provide instruction and support for faculty and staff related to university policy and procedures to ensure compliance; train, supervise and back-up departmental staff; interface with departments across campus to facilitate efficient departmental operation; and organize, coordinate and perform clerical and administrative functions following established standards.

As part of our team, you will also enjoy the extra perks that come along with being a staff member at the University of Oklahoma. Perks include but are not limited to the following:

• 27 days of paid time off per year, increasing with years of service
• 14 paid holidays
• Healthcare plan options to meet healthcare and financial needs
• Retirement plan options
• Employee wellness program featuring activities to earn up to $300 per year
• On-campus fitness and recreation centers, museums, gardens, and restaurants

Essential Duties:

• Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions.
• Schedules appointments for academic director.
• Assists academic director with faculty evaluations, post-tenure review, tenure and promotion processes as well as faculty searches
• Assists with the development, implementation, and interpretation of policies and procedures, ensuring compliance with federal, state and university policies and regulations.
• Answers questions, provides information and handles complaints for internal and external customers.
• Updates office procedures for more efficient operation when necessary.
• Assists with preparation of budgets, controls delegated budgetary expenses and maintains budgetary records as required.
• Approves departmental expenditures within predetermined guidelines.
• Oversees departmental inventory reporting.
• Reviews billing from contractors and vendors, adjusts as needed.
• Establishes and maintains filing systems including confidential documents.
• Selects, supervises, trains and evaluates performance of assigned staff.
• Prepares staff schedules and monitors and approves time worked.
• Coordinates departmental personnel and payroll items - monitors positions in PeopleSoft, directs SBSC regarding time supervisors and required training, etc.
• Plans and coordinates special projects.
• Schedules appointments and makes travel arrangements
• Collects and disseminates information for internal and external customers
• Performs other related duties as assigned.

Job Requirements

Required Education and Experience:

High School Diploma or GED. AND: 12 months office, clerical, or administrative experience.

Skills:

• Basic math skills
• Advanced computer skills with wide knowledge of business software
• Proficient in Microsoft Office
• 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
• Creativity in problem solving

Certifications:

Valid driver's license required for travel.

Advertised Physical Requirements:

Frequent exposure to pressure caused by deadlines and busy periods; ability to sit for long periods of time and engage in repetitive motions; able to grasp objects with fingers or hands; communicate; including expressing oneself or exchanging information with others orally and in written form; see, including color, depth perception and clarity. Stand, sit, walk, and lift up to 10 pounds. Environmental: Standard office environment

Departmental Preferences:

• B.S. degree
• Familiarity with university systems (ONE, Course Leaf, Degree Navigator, Canvas, Slate)
• Advanced Excel skills with the ability to build and manipulate spreadsheets.
• Familiarity with OU Policies and Procedures

Supervision:

Supervises assigned staff as required