Senior Administrative Specialist Academic Advising

Position Introduction:

Join the Jeannine Rainbolt College of Education Academic Advising Office as a Senior Administrative Specialist and become an essential part of a fast-paced student-focused team! This position supports the daily operations of the office while providing exceptional administrative and clerical support to students advisors the Director of Advising faculty and university partners.

The ideal candidate is friendly welcoming eager to assist and thrives in a busy office environment. Responsibilities include managing confidential student records coordinating appointments and events processing financial and travel transactions maintaining databases and filing systems and supporting student and teacher preparation program processes. This is an exciting opportunity to make a meaningful impact while helping students and colleagues succeed!

Key Responsibilities:

• Serve as a primary point of contact for students guests phone calls and email inquiries providing or directing information about education programs admission and majors.
• Manage confidential student documents and oversee background checks and required documentation for teacher preparation programs.
• Support alternative certification students by collecting tracking and organizing required paperwork and requests.
• Assist advisors and faculty with student information records and documentation.
• Manage office budgets reconcile expenditures process purchases and coordinate travel arrangements.
• Maintain office supplies business cards recruitment materials and Touchnet payment information.
• Schedule advising appointments student interviews staff/faculty meetings recruitment activities and other student events.
• Coordinate rooms events and student programming such as Money Talks and Debt Free Teacher meetings.
• Maintain Laserfiche filing systems workflows forms and confidential student records.
• Scan organize and maintain student certification financial aid partnership and program documents.
• Maintain Salesforce Cognos Aristotle spreadsheets logs and other databases and records.
• Compile reports and data related to student enrollment retention background checks teacher education and other initiatives.
• Support special projects including the College of Education iPad program recruitment and enrollment events ceremonies alumni/graduation information and other student services initiatives.
• Work collaboratively with advisors faculty College of Education staff and other OU departments and offices.
• Continuing to provide College of Education support as Staff Assistant III.

Skills:

• Knowledge of office procedures and customer service
• High proficiency with Microsoft OAice particularly Outlook Excel and Word
• Strong interpersonal and written/verbal communication skills
• Excellent organization attention to detail and accuracy
• Ability to multitask prioritize and meet deadlines
• Ability to work independently and collaboratively
• Self-motivated and able to work effectively in stressful situations
• Ability to handle confidential information appropriately

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Required Education and Experience:

• High School Diploma or GED.
• 24 months office clerical or administrative experience.

Required Certifications and Licenses:

• Valid drivers license may be required for work in certain areas for the performance of specific job duties. (Candidates assigned to locations requiring vehicle operation must possess and maintain an active valid drivers license)