Assistant to Chair

Required Education: Bachelors degree in Business Psychology Education or related field. AND:

• 60 months administrative assistance or managing an office or program experience to a Chair Department Head Executive Director or other leadership role.

Equivalency/Substitution:Experience or a combination of education & related experience can be considered in lieu of degree. A one-to-one ratio is used to determine the number of years of experience required in place of a degree.

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

Certifications: None

Advertised Physical Requirements:

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

Why 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.

This position will provide the critical connecting role between Academic Affairs and Faculty Affairs in working with the Department Chairs in managing the two faculty-related software platforms essential for documenting and managing faculty workload (TAMS) and assignment of faculty as primary and secondary instructors in Peoplesoft. The accuracy of this process is critical for budgeting managing workload and driving the accurate management of our Learning management system in regards to faculty assignments and subsequent development of courses. Performs complex administrative duties for the Department and coordinates daily operations of the office or program by serving as a staff and resource as a liaison with internal and external agencies compiles data statistics and other events and special projects.

Duties:

• 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.
• Manages the daily operations of the office or program.
• Assists with the hiring and termination of office staff.
• May delegate tasks and acts as the lead employee.
• Acts as the liaison between the Department and other campus departments faculty staff and business and/or government entities.
• Prepares monthly reports for balanced accounts verification reports and management reports anddistributes to appropriate personnel.
• May assist with other reports for the Chair.
• Compiles data statistics and other information.
• Coordinates and carries out projects or assignments requiring initiative independent action and specialized knowledge or expertise.
• May include event planning producing in-house publications and planning public relations functions.
• Provides information or counseling to students employees or the outside public. Independently responds to a variety of surveys questionnaires and other requests for information.
• Analyzes a variety of problems and carries out special assignments to solve those problems.
• Performs various duties as needed to successfully fulfill the function of the position.