Lead Admin Support Specialist – Housing Operations

This position will provide key administrative support for a wide range of tasks including human resource management, procurement operations and leadership support. The individual selected for this role will be responsible for assisting leadership in the overall operation, administration, and performance of Housing Operations. This position will provide office presence for day-to-day issues that arise. 

Typical Duties for this position include but are not limited to:

• Completes human resources tasks including but not limited to recruitment, new employee on-boarding and records processing/management.
• Assists new employees with obtaining required security access, key box access, employee meals, and AiM work management access.
• Completes procurement operations in conjunction with the Shop Procurement Supervisor
• Maintains Housing Operations applicant pools within the OU job posting system. Collaborates with OUHFS Talent and Organizational Development on new job postings. 
• Creates and submits electronic status forms to Operations Finance Payroll and HFS Talent and Organizational Development (hiring, promotions and terminations).
• Maintains office files that may be of a confidential nature such as personnel information. 
• May complete research, gather/organize data and assist with creation and implementation of departmental policies. 
• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.
• Assesses office procedures and makes necessary changes in order to improve office functioning.  Assist in personnel selection of the clerical staff.  May assume responsibility for training, assigning and checking work.  
• Distributes various forms of information to office personnel such as mail or newsletters. Andrews questions, provide information and handles complaints for internal and external customers. 
• Responsible for typing and proofreading.  Review 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. 
• Receives incoming calls for office personnel and refers to appropriate personnel.  Records messages or responds to caller with routine information.  Serves as a contact person for employees or the outside public.
• Schedules various appointments for office personnel and ensures administrative details are completed.  
• Communicates professionally and timely with potential employees and campus departments.
• Maintains inventory of staff uniforms.
• Performs related duties as assigned to successfully fulfill the function of the position. 

 

Job Requirements

––– 

Required Education and Experience: High School Diploma or GED, AND:  

• 48 months office, clerical, and administrative experience. 

Skills:

• Highly proficient in Office365, with an emphasis on Excel, Word and Outlook
• Advanced knowledge of office procedures
• Must be comfortable multi-tasking, be organized, and self-motivated
• Ability to create, edit, and manipulate spreadsheets in MS Excel
• Office management and customer service skills
• Excellent interpersonal skills
• Ability to work independently and as a team player
• Ability to complete tasks in an efficient and timely manner
• Must be detailed oriented for accuracy of data and information
• Ability to work in stressful situations and meet deadlines in a timely manner
• Ability to communicate verbally and in writing

Advertised Physical Requirements:

• Sit for prolonged periods.  Communicate effectively and listens. Engages in repetitive motion.  Stand, reach, stoop and bend. Standard office environment. 

Department Preferences:

• 4 or more years experience with Office365
• Basic knowledge of and/or experience working with OneDrive
• Basic knowledge and/or experience working with Adobe Acrobat Pro
• Ability, willingness, and initiative to learn job related platforms (AiM, Taleo, StarRez, or similar)

Supervision: Will report to the Senior Project Manager of Housing Operations. 

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-Testin g.
 
Diversity Statement: The University of Oklahoma is committed to achieving a diverse, equitable, and inclusive university community by recognizing each person’s unique contributions, background, and perspectives. The University of Oklahoma strives to cultivate a sense of belonging and emotional support for all, recognizing that fostering an inclusive environment for all is vital in the pursuit of academic and inclusive excellence in all aspects of our institutional mission. 
 
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.
 
Hiring contingent upon a Background Check?: Yes
Special Indications: None 
Job Posting
: Jan 10, 2024