Senior Administrative Support Specialist Library Dean's Office

Position Introduction:

Working in the University Libraries deans office in the Bizzell Memorial Library the Senior Administrative Support Specialist provides public-facing administrative support for the deans office and individual support to senior administrators. As a key member of the administrative support team the position completes a wide range of duties geared toward assisting visitors to the library deans office coordinating room reservations within University Libraries supporting library projects tracking progress on key initiatives preparing various reports coordinating events and assisting with fund-raising activities and events. The position provides support for library communications including producing flyers posters signage and editing publication content. The specialist also provides support for all travel and professional development activities.

The successful candidate will be required to have the following skills:

• Excellent oral and written communication skills
• Strong technology skills including Microsoft Office products (Word Outlook Excel PowerPoint)
• Ability to work independently and collaboratively
• Excellent organizational and time management skills
• Experience building and sustaining effective interpersonal relationships and working collaboratively.
• Ability and desire to perform several different types of tasks ranging from handling urgent requests to working on long term projects.
• Critical thinking skills including an aptitude to research collect and analyze data and prepare reports or responses to inquiries

Position Responsibilities:

• Provides Administrative Support to Senior Administration
  • Greets and assists visitors to the library deans office
  • Coordinates events conferences meetings and seminars including making travel and lodging arrangements for visitors managing venue arrangements catering etc.
  • Assists with drafting and editing correspondence filing processing incoming mail maintaining appointment calendars and answering phones including determining the nature of the callers business providing assistance or referring them to the appropriate office
  • Maintains and updates various data and informational reports and systems.
  • Supports library travel updating procedures according to OU policy and supporting library personnel approved for travel and professional development
  • Assists in drafting and updating office procedures
  • General office responsibilities and other administrative duties as needed

• Supports Special Projects & Strategic Initiatives
  • Researches collects and analyzes data and information and prepares reports or responses to inquiries
  • Responds to inquiries concerning general information
  • Collects compiles and disseminates data and information for reports surveys and questionnaires
  • Prepares and/or edits written reports or presentations for the senior leadership team
  • Supporting role for special projects assigned by senior leadership team members

• Supports Library Communications
  • Produces flyers posters and signage (print & digital) and assists with library publications
  • Assists with photography

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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)

Department Preferences:

• Bachelors degree any subject area
• Experience with OU travel policy and systems.
• Advanced writing and editing skills