Assistant to Chair

University of Oklahoma

Oklahoma, OK

Job posting number: #7151497 (Ref:ta231318)

Posted: May 31, 2023

Application Deadline: Open Until Filled

Job Description

Job Description

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Come join the staff at OU HSC and become a part of Oklahoma's premier research university which leads the state in education and career opportunities. OU HSC is one of only four comprehensive academic health centers in the nation with seven professional colleges. We are currently building world-class institutes for the treatment of diabetes and cancer.

Assistant to Chair

Performs complex administrative duties for the Department Chair.  Directs and coordinates daily operations of the office or program by serving as a staff and resource person.  Acts as a liaison with internal and external agencies, compiles data, statistics, and other information.  Plans events and special projects.  

Duties:

  • Administrative Assistance. Provides administrative assistance to the Chair, to include but not limited to, making travel arrangements, submitting reimbursement documents, maintaining a calendar, setting up meetings and appointments, ordering and tracking supplies, and resolving departmental problems as they arise. Assists the Chair with various committees and associated responsibilities.   
  • Office Management. Manages the daily operations of the office or program. Assists with the hiring and termination of office staff. May delegate tasks and act as the lead assistant, providing supervision of other administrative support.
  • Liaison. Acts as the liaison between the Department and other campus departments and business and/or government entities.   
  • Administrative Coordination. Performs administrative duties to assist the Department Chair and Administrator. Orders and tracks supplies, coordinates various service calls for office equipment, etc. Makes travel arrangements, reimbursements, etc. Keeps calendar, sets meetings and appointments. Assists with various award committees, promotion committee, and projects as assigned. Solves departmental problems as they arise.
  • Project Coordination. Coordinates and carries out projects or assignments requiring initiative, independent action and specialized knowledge or expertise. May include document production, producing in-house publications, and monitoring staff to ensure guidelines and procedures are followed. 
  • Event Coordination. Coordinates and carries out projects or assignments requiring initiative, independent action, and specialized knowledge or expertise. Includes, but is not limited to, ordering catering, mailing invitations, setting up presentations, assisting speakers, reserving meeting rooms, staffing Grand Rounds, and arranging travel. 
  • Information Distribution. Provides information or counseling to students, employees, or the outside public. Independently responds to a variety of surveys, questionnaires, and other requests for information.
  • Troubleshooting.  Analyzes a variety of problems and carries out special assignments to solve those problems. 
  • As Needed.  Performs various duties as needed to successfully fulfill the function of the position.
 

Job Requirements

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Education: Bachelor's degree in Business, Psychology, Education, or related field.

Experience: 60 months administrative assistance or managing an office or program experience to a Chair, Department Head, Executive Director, or other leadership role.
Equivalency/Substitution:  Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 108 months experience.

 Skills

  •  Demonstrated proficiency with Microsoft Office Suite, internet browsers, and Adobe Acrobat Pro
  • Demonstrated ability in document preparation and proof reading
  • 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
  • Ability to multitask, be organized, and self-motivated 
  • Ability to work in stressful situations and within deadlines
  • Ability to communicate verbally and in writing

Working Conditions:

  • Physical: Sit for prolonged periods.  Communicate effectively and listens.  Use of a computer and calculator.  Standing, stooping, bending, and reaching.
  • Environmental: Standard office environment.  

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,

 




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Job posting number:#7151497 (Ref:ta231318)
Application Deadline:Open Until Filled
Employer Location:University of Oklahoma
Norman,Oklahoma
United States
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