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
Department Specific Essential Job Functions:
The Administrative Specialist of Oklahoma A+ Schools Institute will
assist and support the operational and programatic systems.
Provides support to Executive Director. Oversees Pcard process for
all OKA+ staff. Creates monthly financial reviews of expenditures,
revenues, and and encumbrances. Monitor and coordinate shared email
account, and shared calendars. Attend and take notes in staff
meetings. Support event planning and preparation, assisting Project
Specialist with details, including out of state travel arrangements
it needed. Order and keep inventory of general office supplies.
Assist in ordering materials for special projects, such as SAIL
Box. Assists with quarterly advisory board meetings including,
organizing reports, creating packets, and taking notes. General
clerical support to directors and staff. Sort mail daily. Answer
main phone line. Serve as building captain. Communicate effectively
with staff, contract workers (Fellows), other UCO departments, and
other stakeholders. Other duties as assigned to support OKA+.
Scope & Impact: This position is an entry level
professional position, with actions that may have a measurable
impact on operations within a work group.
Communication & Interaction : Routinely answers
questions and provides information and data requested by
individuals within or outside of work area. Questions that require
interpretation or are not easily resolved are referred to
Effective Knowledge: Demonstrates ability to execute tasks
according to standard operating procedures and/or direction.
Demonstrates ability to learn new subject matter, coupled with
attention to detail and responsiveness to feedback.
Problem Solving & Judgement : Performs a variety of
duties following established policies and procedures. Resolves
problems by selecting from approved alternatives based on past
practices, established procedures, or direction. Relies on direct
supervision is available to set priorities and objectives, and to
assist in problem resolution.
Budget Authority: May provide input into budget development
by assisting with identification of operational needs and
Policy & Procedure Authority: Primarily responsible for
executing routine procedures with direction from senior
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 :
Requires a Bachelor’s degree in job related field or 4+ years of
equivalent work experience in chosen filed that provides knowledge
of and exposure to fundamental theories, principles, and concepts.
Requires the application of expertise in a chosen field to achieve
Knowledge of or experience with OKA+ Schools Institute. Knowledge
of or experience in the fields of education and the arts.
Reasonable accommodations (in accordance with ADA requirements) may
be made, upon request, to enable individuals with disabilities to
perform essential functions.