Administrative Specialist 2
Responsibilities for performing a variety of administrative duties for a large division/college which may include multiple areas. Responsible for day-to-day operations of the department; coordinates of projects assigned; develops office procedures. Initiate correspondence, memoranda, promotional material, forms, newsletters manual and reports. Oversee the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems. Develops and maintains confidential or complex files. Interprets and advises internal and external customers on programs, policies or rules. Assists leadership in program/event planning; administers budgets; and coordinates academic and/or staff personnel matters. Resolve problems that have a significant impact on the overall goals of the department. May have contact with sensitive, complex and confidential information. May be responsible for managing calendars, appointments, chair events and meetings.
The Athletic Department at the University of Central Oklahoma currently supports more than 400 student athletes in 14 sports including Football, Men's & Women's Basketball, Men's & Women's Golf, Baseball, Softball, Wrestling, Women's Track & Field and Cross Country, Women's Tennis, Women's Soccer, Women's Rowing and Women's Volleyball.
Department Specific Essential Job Functions:
Serves as the assistant to the Director of Athletics (AD), which consists of coordination of the AD's daily calendar and scheduling; opening, scanning, and tagging for response of all incoming correspondence; and greeting and screening visitors and phone calls to the AD. Serves as liaison between the AD and the University and external constituencies. Acts as a resource by forwarding calls and correspondence to appropriate person(s) or offices. Manages the daily operations of the office. Keeps abreast of University policies and procedures and interprets for individual department within the department. Coordinates the planning and development of special projects and /or events. Works with Assistant AD/Finance for processing of AD expenditures. Prepares special or confidential reports. Performs data analysis as appropriate for office. Works with division directors/chairpersons as assigned by the AD to resolve complaints, problems, and services delivery initiatives and requirements. Coordinates and files claims for all travel, lodging and registrations for the AD. Coordinates collection and preparation of reports as requested by the AD. Coordinates meetings as needed. Attends meetings to take notes to be transcribed into documents. Assists with Stampede Club membership-building activities and development activities as needed. Assists other members of the Athletic Administrative Staff with projects as needed. May work after-hours events, including, but not limited to, Football, Athletic Academic Awards Banquet and Athletic Hall of Fame. Coordinates and facilitates the production of departmental correspondence and publicity as needed. Performs other related duties as assigned. Performs other related duties as assigned and works as a cooperative/supportive team member in the UCO Athletic Department.
Scope & Impact: This position is an intermediate-level independent contributor whose actions may have a significant impact on a department's operations. This position may also affect operations of multiple work areas.
Communication & Interaction : Interacts with various levels within or outside the University to provide service, interpret and explain ideas and concepts, as well as resolve issues.
Effective Knowledge: Demonstrates functional expertise in a particular domain. Demonstrates ability to operate independently and without supervision for day to day operations.
Problem Solving & Judgement : Maintains a working knowledge of policies and procedures, generally accepted principles, and methods. Resolves day to day operational issues by collecting and interpreting information. Solutions may include modifying procedures and methods to address new conditions and may incorporate advice and input as needed from supervisor. This role includes broad responsibilities requiring the application of policies to dynamic and complex conditions. Problems generally require significant analysis and judgment. Solutions may include adapting existing policies and systems to address unique situations.
Budget Authority: May provide input into budget development by identifying operational needs and requirements. May assist with research, requirements gathering or other related efforts to develop budgetary requirements.
Policy & Procedure Authority: Primarily responsible for applying organizational policies and procedures and/or determining appropriate process to follow.
Reporting Relationships : Generally reports to manager or higher but may receive basic operational direction and guidance from senior level staff members.
Supervisory & Team Leadership Responsibilities : May provide functional subject matter expertise and guidance to junior staff.
Requires a bachelor's degree in field plus 3 years of relevant admin experience, or if no degree, 7+ years of equivalent work experience that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results.
Experience in an executive level office. Experience handling confidential paperwork. To qualify for this classification, an individual must possess any combination of experience and education that would likely produce the required knowledge, skills, and abilities.
Knowledge of office procedures and practices. Excellent computer skills in the use of relevant software applications (word processing, spreadsheets, database management). Exercises appropriate discretion, initiative and independent judgment. Excellent telephone etiquette, communication, interpersonal and public relations skills. Ability to work well with others. Ability to operate office equipment. Ability to multi-task, meet deadlines, deal effectively with confidential or sensitive information and deal with individuals of diverse backgrounds, interests and education. Requires in-depth knowledge of university policies and procedures, departments and colleges. Must be service-oriented and a team builder and player. Ability to work well under pressure. Detail oriented with strong organizational skills with the ability to interact with all levels. Excellent proofing and editing skills.
Will this employee supervise others?
No, this employee will NOT supervise other employees.
Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
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