What are the responsibilities and job description for the Sr. Administrative Support Specialist position at The University of Oklahoma?
The University of Oklahoma Health Sciences Campus, located in Oklahoma City, Oklahoma, is one of only four comprehensive academic health centers in the nation with seven health professional colleges : Allied Health, Pharmacy, Dentistry, Medicine, Public Health, Nursing, and Graduate. The OU Health Sciences is the leading educator of future health care professionals in the State of Oklahoma.
An enrollment of 3600 Health Sciences program students are located on two campuses (Oklahoma City and Tulsa) as well as six distance locations (Ardmore, Bartlesville, Duncan, Norman, Lawton, and Weatherford). For Spring 2024, the Health Sciences enrollment is comprised of professional (59%), undergraduate (32%), graduate (8%) and non-degree / intercampus (1%) students. The student community is comprised of 100 different institutions with a hope and a commitment to research, caring, and healing.
As a newly created department within the Health Sciences Senior Vice President and Provost Office, the OU Health Sciences Recruitment & Admissions team will provide support services for prospective and current students, alumni, and University partners. This position will directly support all centralized recruitment efforts. With a committed goal to increase enrollment and ensure the best educational experience for tomorrow’s helpers, the OU Health Sciences is an exciting and dynamic place to serve, grow, and share in the University’s life changing mission.
Duties :
- Maintains office files that may be of a confidential nature.
- Support recruitment initiatives.
- Receives incoming calls for office personnel and refers to appropriate person.
- Records messages or responds to caller with routine information.
- Serves as a contact person for other employees or the outside public.
- Provides information regarding location or availability of materials, resources, and services.
- Monitors and orders supplies for the office and completes requisitions.
- Responsible for preparing correspondence. Reviews and responds to routine correspondence for the office personnel.
- Prepares various reports and makes copies and assembles materials.
- Opens, routes, and prepares incoming and outgoing mail. May run errands for the department.
- Plans and organizes meetings and programs.
- Process requests to distribute student information to professional licensing boards and other organizations.
- Process duplicate diploma affidavits and payments.
- Process letters of good standing.
- Process transcript requests and degree enrollment verification forms.
- Process National Student Clearinghouse transcript and enrollment verifications.
- Process application fee cost transfers in PeopleSoft.
- Scan student records and link to students' permanent records.
- Support on-campus and off-campus recruitment events by assisting with setup, tear down and administrative tasks.
- Input student contact cards into digital database.
- Performs related duties as assigned to successfully fulfill the function of the position.
