Assistant to the Director

Company: University of Oklahoma

Job Location: Norman, Oklahoma

Category: Administrative Assistants

Type: Full-Time

Job Number: 251404

Organization: Gerosciences Center

Job Location: Oklahoma-Oklahoma City-Health Sciences Center

Schedule: Work Schedule: Monday - Friday, 8AM - 5PM

Work Type: Onsite

Salary Range: Targeted salary up to $50,300 based upon experience

Benefits Provided: Yes

Required Attachments: Resume, Cover Letter

Job Description

The Center for Geroscience and Healthy Brain Aging is looking for a creative and energetic individual to join our administrative team! This position will assist our Director of the Oklahoma Nathan Shock Center (NSC) with the planning, marketing, communication and event needs of the Nathan Shock Center. They will also assist with other general administrative responsibilities of the director and the Center for Geroscience.

Duties:

• Manages the Oklahoma Nathan Shock Center accounts. Reconciles monthly financial reports to clear outstanding expenses, payroll, budget revisions, and transfers. Creates cost spending certification reports. Monitors and ensures money is spent correctly. Sets up new vendors and ensures invoices are on the correct accounts. Makes cash deposits into special accounts.
• Coordinates and carries out projects or assignments requiring initiative, independent action, and specialized knowledge or expertise. May include event planning, producing in-house publications, and planning public relations functions.
• Directs and coordinates daily operations of the program as a staff and resource person.
• Performs administrative duties including but not limited to ordering and tracking supplies, making travel arrangements, reimbursements, keeping a calendar, setting up meetings and appointments.
• Assists with the development, implementation, and interpretation of policies and procedures, ensuring compliance with federal, state and university policies and regulations.
• Coordinates special events, to include but not limited to ordering catering, mailing invitations, setting up PA system, assisting speakers, and reserving rooms.
• Oversees records maintenance (inventory, personnel, office files, etc)
• Acts as a liaison with internal and external agencies, compiles data, statistics, and other information.
• Assists the Director with various committees and associated responsibilities.
• Acts as the liaison between the Oklahoma Nathan Shock Center and other campus departments, faculty, staff and businesses and/or government entities.
• Compiles data, statistics, and other information
• Independently responds to a variety of surveys, questionnaires, and other requests for information.
• Analyzes a variety of problems and carries out special assignments to solve those problems.
• Performs various duties as needed to successfully fulfill the function of the position.

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:

• Highly proficient in Office 365, with an emphasis on Excel, Word and Outlook
• Demonstrated ability in document preparation and proof reading
• Excellent interpersonal skills
• Ability to work independently and as a team player
• Ability to complete tasks in an efficient and timely manner
• Must be detail oriented
• Ability to multitask, be organized, and self-motivated
• Ability to work in stressful situations and within deadlines
• Ability to communicate verbally and in writing
• Ability to create, edit, and manipulate spreadsheets in MS Excel

Working Conditions:

• Physical: Sit for prolonged periods. Communicate effectively and listens. Use of a computer and calculator. Standing, stooping, bending, and reaching
• Environmental: Standard office environment.

Department Preferences:

• Highly organized and able to handle multiple projects and deadlines.
• Critical thinking skills, including an aptitude to research, collect, and analyze data and prepare reports or responses to inquiries
• Ability and desire to perform a number of different types of tasks throughout a given day, ranging from handling urgent requests to long-term planning and office administration

Hiring contingent upon a Background Check?: Yes

Special Indications: None

Job Posting: Jul 1, 2025

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