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Administrative Support Coordinator (Administrative)



The Weitzenhoffer Family College of Fine Arts is looking for an outstanding person to join our team.  This position serves as the first point of contact in the Fine Arts Dean's Office, greeting and directing visitors. 

Office duties:

  • Open office by 8:00 a.m. and close office at 5 p.m.
  • Answer Dean's Office main line and route telephone calls
  • Greet and direct visitors to appropriate person or office
  • Manage the Dean's Calendar
  • Receive and distribute mail and deliveries
  • Maintain & order office supplies for Dean's office
  • Update college directory

Accounting

  • Manage & reconcile OU Foundation accounts, pay requests, transfers, and deposits
  • Distribute monthly gift reports to the schools

Scholarships

  •        Prepare letters and review applications for scholarships
  •        Process Dean's scholarships w/ OU Foundation & Scholarship office
  •        Calculate Barnett scholarship percentages for schools

 Coordinate events, special awards/prizes

  • New Faculty/Mentor Breakfast
  • Rothbaum Award & Luncheon
  • Doc Tate Award & Reception
  • Faculty Peer & Staff Awards
  • Lottinville Prizes
  • Mary Gray Thompson Award
  • F. Donald Clark Award
  • Student Advisory Council Senior Award

 Coordinate special meetings and agendas for:

  • Faculty Advisory Council meetings (1/month during academic year)
  • Student Advisory Council meetings (1/month during academic year)
  • Faculty/Staff meetings (1/semester during academic year)

 Assist Academic Counselors with various duties and projects:

  • Lift advising flag for students to enroll
  • Change/addition of major requests in I Advise
  • Responsible for sending Welcome emails from the Dean to new students transferring from
  • University College.
  • Maintain student audition records
  • Assist with student databases 

Other Duties

  • Run errands
  • Maintain lobby bulletin board/table and breakroom
  • Maintenance requests
  • Assist with Fine Arts Convocations & other events
  • Process new hire and termination paperwork
  • Maintain personnel files and update the incoming and outgoing employee information
  • Update time supervisor in PeoplSoft, assign trainings and run reports
  • Assists with developing, implementing and interpreting policies and procedures, ensuring compliance with Federal and State and University policies and other financial matters
  • Provide support with purchases, travel policies and procedures, awards, funding requests and reimbursement requests
  • Perform other duties as assigned

 

Required Education: High School Diploma or GED, AND:  

  • 12 months office, clerical or administrative experience.

Skills:

  • Working knowledge of office procedures
  • Working knowledge of accounting processes
  • Ability to use a computer and calculator
  • Knowledge of Microsoft Office Suite
  • Ability to work as a team member
  • Ability to communicate verbally and in writing
  • Ability to multitask, be organized and self-motivated
  • Basic math skills

Certifications:

  •  None

Advertised Physical Requirements:

  • Sit for prolonged periods
  • Use of a computer
  • Manual dexterity
  • Engage in repetitive motion

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 fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, 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, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.

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