Administrative Specialist II, Intercollegiate Athletics



Job ID 2017-4264
Posted Date 7/24/2017
Org Number 010016
Department Intercollegiate Athletics
Division Vice President of Athletics
Job Type Staff
Location US-OK-Edmond
Proposed Salary Range $16.26 per hour ($33,834.06 annually)
Targeted Job Start Date 8/28/2017
Hours Per Week 40
Weeks Per Year 52
Regular Workdays/Hours Monday - Friday, 8:00 AM - 5:00 PM with some evenings & weekends required
Preference Date 7/31/2017


Position Overview

Responsibilities for performing a variety of administrative duties for a large division/college which may include multiple areas. Responsible for day-to-day operations of the department; coordinates of projects assigned; develops office procedures. Initiate correspondence, memoranda, promotional material, forms, newsletters manual and reports. Oversee the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems. Develops and maintains confidential or complex files. Interprets and advises internal and external customers on programs, policies or rules. Assists leadership in program/event planning; and coordinates academic and/or staff personnel matters. Resolve problems that have a significant impact on the overall goals of the department. May have contact with sensitive, complex and confidential information. May be responsible for managing calendars, appointments, chair events and meetings. Level III typically hires and terminates clerical and administrative personnel.

Department Specific Essential Job Functions

Serves as the assistant to the Director of Athletics (AD), which consists of coordination of the AD's daily calendar and scheduling; opening, scanning, and tagging for response all incoming correspondence; greeting and screening visitors and phone calls to the AD. Serves as liaison between the AD and the University and external constituencies. Acts as a resource by forwarding calls and correspondence to appropriate person(s) or offices. Manages the daily operations of the office which may include supervising support staff and students. Develops policies and procedures related to office management, student employment and management, and other related processes. Keeps abreast of University policies and procedures and interprets for individual departments within the department. Coordinates the planning and development of special projects and /or events. Responsible for managing budget items and processing, tracking, and receiving AD expenditures. Assists with maintenance of specified budgets. Prepares special or confidential reports. Performs data analysis as appropriate for office. Assists in training assistants and disseminating information affecting departments and works with division directors/chairpersons as assigned by the AD to resolve complaints, problems, and services delivery initiatives and requirements. Coordinates and files claims for all travel, lodging and registrations for the AD. Coordinates collection and preparation of reports as requested by the AD. Coordinates meetings as needed. Attends meetings to take notes to be transcribed into documents. Processes work orders to Physical Plant as needed. Assists with Stampede Club membership-building activities and development activities as needed. May be responsible for timecards in department. Coordinates and facilitates the production of departmental correspondence and publicity as needed. Performs other related duties as assigned.

Qualifications/Experience Required

Requires a bachelor's degree in field plus 3 years of relevant admin experience, or if no degree, 7+ years of equivalent work experience that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results.

Qualifications/Experience Preferred

Bachelor's degree. Experience in an executive level office. Experience handling confidential paperwork. To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge, skills, and abilities.

Knowledge/Skills/Abilities

Knowledge of office procedures and practices. Excellent computer skills in the use of relevant software applications (word processing, spreadsheets, database management). Exercises appropriate discretion, initiative and independent judgment. Excellent telephone etiquette, communication, interpersonal and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task, meet deadlines, deal effectively with confidential or sensitive information and deal with individuals of diverse backgrounds, interests and education. Requires in-depth knowledge of university policies and procedures, departments and colleges. Must be service-oriented and a team builder and player. Ability to work well under pressure. Detail oriented with strong organizational skills with the ability to interact with all levels. Excellent proofing and editing skills.

Physical Demands

Repetitive movement of hands and fingers. Typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

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