Administrative Coordinator
Administrative Coordinator
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Required Education: High School Diploma or GED AND:
- 12 months office clerical or administrative experience.
Skills:
- Basic math skills
- Advanced computer skills with wide knowledge of business software
- Proficient in Microsoft Office
- Detail oriented for accuracy of data and information
- Highly organized and able to handle multiple projects and deadlines
Certifications:
- None
Advertised Physical Requirements:
- Communicate effectively
- Engage in repetitive motion
- Standard office environment
Departmental Preferences:
- Four-year college degree
- 3 to 5 years of experience as an executive assistant or administrative assistant. Along with the ability to successfully complete the tasks listed above the ideal candidate will have the experience in academic and/or artistic office settings as well.
Supervision:
- None
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 You Belong at the University of Oklahoma: The University of Oklahoma values our communitys unique talents perspectives and experiences. At OU we aspire to harness our innovation creativity and collaboration for the advancement of people everywhere. You Belong Here!
Equal Employment Opportunity Statement: The University in compliance with all applicable federal and state laws and regulations does not discriminate on the basis of race color national origin sex sexual orientation marital status genetic information gender identity/expression (consistent with applicable law) age (40 or older) 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 housing financial aid and educational services.
Required Attachments
Documents required for this position are listed under the Required Attachments section of this job listing. You will be required to upload and attach these documents in the application process.
The Wietzenhoffer School of Musical Theatre is seeking an Administrative Coordinator. This position will provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of his day-to-day affairs and most effective use of his time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Directors absence. Greets guest students and faculty. Maintains calendar for class schedule. Manage Directors electronic calendar assessing priority of appointments and reallocation as necessary. Manage Directors travel arrangements (including visas/accommodation). Manage travel for domestic and foreign guest (artist or student). Process Directors correspondence ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director or other staff as appropriate. Maintain Directors office systems including data management and filing. Screen calls enquiries and requests and deal with them when appropriate. Assist Director in researching and following up with action on matters which fall within the Directors responsibility chasing responses triggering follow-up action. Produce documents briefing papers reports and presentations for the Director. Work with Shared Business Services Center to ensure accurate budgetary processes reconciliation of expenses and purchases foundation account requests student stipends and travel receipts. Track expenses/budget for departmental productions. Prepare/assist with show programs for departmental productions. Organize meetings and ensure that Director is well prepared for those meetings preparing agendas pre-meeting briefings and meeting papers. Manage arrangements for meetings including production/distribution of agenda and papers. Take faculty meeting minutes and distribute to Director for approval. Assist/support Director Development Manager & Communications Manager in arranging funding partner and other events. Supervise all incoming/outgoing mail. Any other duties as may reasonably be required by the Director.
Essential Duties:
- Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of his day-to-day affairs and most effective use of his time
- Handle sensitive and complex issues in a professional and objective manner
- Take initiative as appropriate especially in the Directors absence
- Greet guests students and faculty and assist them as needed.
- Maintain calendars for class/semester schedule
- Manage Directors calendar assessing priority of appointments and reallocation as necessary
- Manage Directors travel arrangements (including visas/accommodation).
- Manage travel for domestic and international guests (artists or students)
- Process Directors correspondence ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director or other staff as appropriate
- Process all payments/invoices for guest artists musicians and other School-related expenses
- Maintain Directors office systems including data management and filing
- Screen calls inquiries and requests and deal with them as appropriate
- Assist Director in researching and following up with action on matters that fall within the Directors purview & chasing responses and triggering follow-up action
- Produce documents briefing papers reports and presentations for the Director
- Work with SBSC to ensure accurate budgetary processes timely reconciliation of expenses and purchases foundation account requests student stipends and travel receipts.
- Track expenses/budgets for departmental productions maintain accurate budgetary records and execute timely payment processing
- Organize meetings preparing agendas pre-meeting briefings and meeting papers
- Take minutes at faculty meetings and distribute to Director for approval
- Support communication with external relationships and stakeholders: Directors contacts Donors University personnel College and Departmental officers and staff
- Conference facility catering and accommodation personnel Students families and audience members
- Supervise all incoming/outgoing mail
- Assist with the design and selection of departmental computer programs
- Any other duties as may reasonably be required by the Director
Required Experience:
IC
Employment Type
Full-Time
