Administrative Specialist 3

University of Central Oklahoma
Oklahoma, United States
Salary Not Specified
Posted Date
Jul 1, 2022

View more

Position Type
Faculty Positions, Education, Education Administration & Leadership, Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time

Position Overview:

Performs specialized, high level, and/or complex administrative support duties; supports specialized programs for a department, functional area, or college. Uses discretion to make judgments based on specific operating guidelines and policies and with respect to communications and confidentiality. Ensures that departmental operations comply with organizational policies and procedures as well as applicable laws and regulations. Participates in and contributes to special projects and programs as directed by the department head. Composes and/or prepares correspondence, promotional materials, forms, newsletters, and/or manuals.

May track and prepare budget reports and maintain records and databases. May conduct specialized research, extract data from appropriate relational databases, create reports and spreadsheets, create presentations, plan conferences or events, or provide purchasing and payroll support for department or unit. May respond to and initiates inquiries, explain policies, and answer questions. Performs work under general supervision. Handles moderately complex issues and problems, and refers more complex issues to higher-level staff. Possesses solid working knowledge of subject matter. Typically non-exempt and does not supervise other staff (but may supervise students). Typically reports to a department head or manager. The general schedule for this position is 40 hours a week, Monday through Friday, 8:00 am to 5:00 pm.

Department Specific Essential Job Functions:

Responsible for day-to-day operations of the Teacher Education Services (TES) department; coordinates and manages assigned projects; develops office procedures that reflect program policies and responsive student and faculty support. Oversees the office, administrative services, and student workers/customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, and the correction of errors or problems. Responds to requests for information and inquiries about Teacher Education. Interprets and advises internal and external customers on programs, policies or rules. Identifies solutions for problems that have a significant impact on the overall goals of the department.

Has contact with sensitive, complex and confidential information. Develops and maintains confidential or complex files. Reviews applications for teacher education and student teaching. Coordinates and works with TES staff to keep the TES database updated so all teacher candidates are tracked and moved through required transition points. Works with academic advisors and graduation services to assist teacher candidates on making progress towards graduation. Works with College of Education and Professional Studies (CEPS) staff to make sure all teacher candidates backgrounds are clear prior to field placements. Assist with program/event planning, orientations, and advisory/assessment activities.

Presents in classrooms and assist with updating teacher education materials, particularly clinical experiences and student teaching. Attends required meetings. Takes minutes and assists with developing council books for the Council on Teacher Education (CTE). Manages budgets and financial processes and prepares requisitions and purchase orders. Maintains inventory of supplies and places orders. Assists other members of the TES office as needed and other duties as assigned.

Job Level:

Scope & Impact: This senior-level position provides oversight for a group of employees working in a particular work area/project or serves as the senior-most expert responsible for performing tasks or advising within a particular work area. In a team lead capacity, this position does not have full formal supervisory authority for staff assigned; however, in order to complete assignments, the team leader must be able to schedule and control the daily working arrangements for that group of employees. The results of actions and decisions may have a significant impact on substantial segments of University operations.

Communication & Interaction : Interacts with key stakeholders across various levels of University and outside public while handling difficult and complex situations with tact and diplomacy. Interprets instructions and policies and communicates guidelines for project and service delivery. 

Effective Knowledge: Applies functional area expertise to solve unusual problems or resolve challenges for which no precedent exists. Demonstrates skill at coordinating and organizing resources to achieve operational outcomes for a work unit.

Problem Solving & Judgement : Identifies and resolves issues while using judgment to escalate where appropriate. Anticipates potential problems and recommends solutions. Reviews work quality and makes suggestions for improvement while coaching employees to improve performance. Provides input to management during interviews and selection, work assignment and review, performance appraisals, and other personnel actions. Supports staff orientation and training.

Budget Authority: Provides input into budget development and may be responsible for monitoring/adhering to budget. May have limited signature authority for purchases or payroll within a work area. May be required to approve timesheets.

Policy & Procedure Authority: Primarily responsible for monitoring performance and policy compliance. May make recommendations regarding process and procedure change.

Reporting Relationships : Generally reports to a manager or higher. In very large departments, may report to an Assistant Director or faculty chair.

Supervisory & Team Leadership Responsibilities : The primary duty of this role is the planning and scheduling of work and coordination of service delivery. This role oversees individual contributors and support staff and may lead a team to deliver a particular service. Does not typically oversee professionals or other team leaders. While team leaders determine the distribution of work of other employees and may provide input, they do not make decisions regarding staff hiring/transfer, performance evaluations, promotions, compensation adjustments, reclassifications, or discipline. In some cases, Level 3 contributors may not have supervisory responsibility, but may have a high degree of autonomy and expertise related to a specific function or activity.


Qualifications Required:
  • Requires a Bachelor’s degree in a job-related field plus 6+ years of relevant experience or 10+ 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.
  • Excellent verbal and written communication skills and the ability to work collaboratively with others are required.
Qualifications Preferred:
  • Proficient in keyboarding and the use of relevant software applications.
  • Experience working in databases and creating professional documents, including; charts, graphs, tables, and reports using Microsoft Word and Excel.
  • Experience in a higher education environment; warm and caring professional service-oriented attitude.
  • Self-directed and able to manage multiple tasks while paying attention to detail.
Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert