College of Business - Administrative Specialist III

Position Classification:

Regular, full-time, salaried, non-exempt and benefit-eligible staff position. For more benefit information visit Why Work at UCO?

General Schedule:

Position typically works Monday-Friday from 8am-5pm in-office at UCO's main campus in Edmond, Oklahoma.

Position Level:

Individual Contributor 3. Senior-level professional position within a particular area, work group, program, initiative, project or service. Identifies and resolves issues while using independent judgment. Anticipates potential problems and recommends solutions. May provide input into budget development. May be responsible for monitoring/adhering to budget. Primarily responsible for monitoring performance and policy compliance. May make recommendations regarding process and procedure change. Generally, reports to manager or higher. May supervise lower-level employees or may act as a team lead without official supervisory authority.

Position Overview and Job Duties:

Performs specialized, high level, and/or complex administrative support duties; Uses discretion to make judgments based on specific operating guidelines and policies and with respect to communications and confidentiality. Performs a variety of administrative duties for the College of Business which may include multiple programs and areas. Responsible for day-to-day operations of the Dean's Suite; coordinates projects assigned; develops office procedures. 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; administers budgets; and coordinates academic and/or staff personnel matters. Prevents and resolves problems that have a significant impact on the overall goals of the department. May have contact with and must maintain sensitive, complex and confidential information. May be responsible for managing calendars, appointments, chair events and meetings. Will assist the college's 2BLeader Program with ordering of supplies, event management, student and/or mentor communications, etc.

• Responsible for day-to-day operations in the College of Business Dean's Office; coordinates and manages assigned projects; develops office procedures that reflect program policies and provides responsive student and faculty support.
• Provides college level budgetary support to the Associate Dean and Office Manager.
• Serves as Dean's Suite receptionist for visitors, students, faculty/staff.
• Provides back up support for entering and monitoring all adjunct payroll and budget.
• Assists Associate and Assistant Deans and/or Office Manager with daily office operations which include correspondence and phone calls on their behalf.
• Making independent decisions on office operations in the absence of the Associate and Assistant Deans and/or Office Manager.
• Provides consultation, clarifying policies and procedures, and resolving problems.
• Advises department members of university travel policies and procedures. Assists members with various travel forms.
• Facilitates procurement and payment process for college. Advises on State and University procurement policies and procedures.
• Assists in the preparation and maintenance of the college budgets, including preparing requisitions and tracking throughout and to payment of invoices.
• Manages preparation of reports, special projects and events, etc.
• Composes and/or prepares correspondence, reports, and electronic transmissions to all college faculty and staff.
• Performs duties of Building Captain for the entire College of Business as well as duties as College Safety Liaison.
• Manages budgets, financial processes, including travel reimbursements, organizes and makes purchases for office supplies and prepares requisitions and purchase orders.
• Manages the Dean's Suite, including administrative services, and supervision of student employees to ensure adherence to quality standards, deadlines, and proper procedures, and the correction of errors or problems.
• Handle all communications, including emails, phone calls, and correspondence with vendors, student participants, mentors and other stakeholders for the 2BLeaders Program.
• Coordinate and execute all aspects of events from planning through completion reservation and manage event spaces, ensuring all logistical needs are met. Coordinate food and catering services, including ordering, delivery, and setup for the 2BLeaders Program.
• Oversee 2BLeaders student application processes, ensuring accuracy, completeness, and timely follow-up. Work directly with students to provide support, answer questions, and facilitate engagement
• Performs other duties as required to support the mission and function of the area of responsibility.

Qualifications/Experience Required:

Bachelor's degree in job related field plus 6+ years of work experience or equivalent combination of education and experience.

Qualifications/Experience Preferred:

3+ years of experience in office management, policies and procedures. Minimum of one year of bookkeeping or financial tracking experience.

Knowledge/Skills/Abilities:

Good supervisory skills. Literate in computer usage and word processing including, but not limited to Word, Excel and Access. Excellent telephone etiquette, communication, interpersonal and public relations skills. Ability to work well with others fostering a positive working relationship. Ability to operate office equipment. Ability to accurately type. Ability to multi-task. Demonstrates a warm and caring professional service oriented attitude. Must be self-motivated. Ability to listen and synthesize directives.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.