"Senior Administrative Assistant"

Senior Administrative Assistant

Company: University of Oklahoma

Job Location: Oklahoma-Norman-Norman Campus

Category: Administrative Assistants

Type: Full-Time

Job Number: 252592

Organization: Institutional Research & Rep.

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

Work Type: Onsite

Salary Range: Targeted salary $18.26 hourly based on education and experience.

Benefits Provided: Yes

Required Attachments: Resume, Cover Letter

Job Description

The Senior Administrative Assistant provides office and project support for Institutional Research & Reporting, including scheduling, financial management, project management, and records administration as needed to support office operations.

Essential Duties:

• Performs support-oriented job duties to a Department Head or Manager.
• Duties are complex and of an advanced nature, to include but not limited to maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, assisting with budget preparation, and coordinating activities.
• Maintains office files that may be of a confidential nature such as patient or personnel information.
• Schedules various appointments for office personnel and ensures administrative details are completed.
• Makes travel arrangements.
• Receives incoming calls for office personnel and refers calls to appropriate personnel.
• Records messages or responds to caller with routine information.
• Serves as a contact person for employees or the outside public.
• Monitors and orders supplies for the office and completes requisitions.
• May sign associate forms as authorized by the supervisor.
• Responsible for typing and proofreading letters, manuscripts, lectures, grant proposals, and medical information.
• Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor.
• Drafts replies to such correspondence with minimal instruction.
• Prepares various reports such as office supply expenditures and student or resident rotation schedules.
• Distributes various forms of information to office personnel such as mail or newsletters.
• Performs statistical, business research, and routine computations that require knowledge of mathematics.
• Assesses office procedures and makes necessary changes in order to improve office functioning.
• Assists in personnel selection of the clerical staff.
• May assume responsibility for training, assigning and checking work of subordinates.
• Assists in the preparation of budgets.
• Responsible for maintaining budgetary records and approving expenditures.
• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.
• Performs related duties as assigned to successfully fulfill the function of the position.

Job Requirements

Required Education and Experience: High School Diploma or GED, 36 months administrative support experience.

Skills:

• Must be detail-oriented and have good proofreading and composition skills.
• Must be able to complete work within deadlines.
• Must have advanced knowledge of Microsoft Office Suite (Excel, Word, PowerPoint)
• Must be highly organized and able to handle multiple projects.
• Must be able to communicate well and build rapport quickly with staff.
• Must have strong initiative to solve problems.
• Must have good written and oral communication skills.

Certifications: None

Advertised Physical Requirements:

• Physical: Sit for prolonged periods. Communicate effectively and listens. Engages in repetitive motion. Stand, reach, stoop, and bend.
• Environmental: Standard Office Environment.

Supervision: No Supervisory Duties

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: Nov 24, 2025