Lead Administrative Support Specialist (Administrative)

The Office of Research Administration (ORA) Lead Admin Support Specialist is a clerical staff member responsible for University-wide intake of grant and contract proposals and awards throughout the sponsored project life cycle. The Lead Admin Support Specialist and the Admin Team serve as the primary point of intake for document processing in ORA. This team streamlines the intake process to ensure that all necessary documents are received, appropriately tracked both physically and electronically and distributed within the ORA office, the campus community, and external entities. This position/team serves as support to the Grants and Contracts team of SPAs throughout the lifecycle of the project.

As part of the ORA Admin Team, the Lead Admin Support Specialist enters and ensures accuracy and completion of project-related data and records maintained in ORA's electronic databases and document management systems, including SoonerTrack and PeopleSoft. These activities are performed at proposal time and at the request of the Sponsored Program Administrators (SPA's) or management. This position utilizes knowledge of policies and procedures to facilitate the processes related to pre-award grants and contracting. This position is responsible for receiving all incoming phone calls for office personnel and refers calls appropriately. This position reports to and assists the Sr Administrative Manager.

Duties:

• 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 this includes answering questions, provides information and handles complaints for internal and external customers.  
• 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.  
• Calculates service costs and issues service contracts for on and off campus vendors. 
• 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.  
• Acts as the payroll coordinator for the department or assists the payroll coordinator by providing oversight. 
• Collects time sheets, enters into PeopleSoft, tracks leave, completes ETR¿s, and special pays.  
• Assists in the preparation of budgets.  Responsible for maintaining budgetary records and approving expenditures.   
• Reviews billing from contractors and vendors, adjusts as needed. Issues cash accounts, credit cards, billing and equipment codes. 
• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.  
• May supervise other clerical staff, to include but not limited to selecting, training and evaluating performance of assigned staff, preparing staff schedules and tracking time worked in the timekeeping system.
• Performs related duties as assigned to successfully fulfill the function of the position.

Required Education: High School Diploma or GED, AND

• 12 months office, clerical, or administrative experience.

Skills:

• Advanced knowledge of office procedures
• Office management and customer service skills
• Advanced knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
• 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 for accuracy of data and information
• Ability to multitask, be organized, and self-motivated
• Ability to work in stressful situations and meet deadlines in a timely manner
• Ability to communicate verbally and in writing

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

Departmental Preferences:

• Experience with PeopleSoft
• Ability to lift objects up to 25 pounds, and push/pull up to 50 pounds as needed.

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.