Administrative Assistant I (Administrative)

Provide professional financial and management support to the School of Dance.

Duties:

• Shared Services Liaison.
• Maintain SoD online store through TouchNet.
• Record minutes for faculty meetings. 
• Purchasing, Inventory, Surplus-office supplies (Annually).
• Mass email as required.
• Receives incoming calls for office personnel and refers to appropriate person. 
• Records message or responds to caller with routine information.
• Assist Event Coordinator as needed for SoD functions. 
• Mailings as needed by event. 
• Build surveys and track data through Qualtrics. 
• Facilities work orders as required. 
• Maintain SoD calendar.
• Facilitate coordination of food vendor for Faculty and Student events. 
• Support the Director with correspondence, research and special projects as needed. 
• Prepare travel reimbursements. 
• Make all flight arrangement for guest artists faculty. 
• Arrange all travel for faculty and guest artists (hotel, car rental, registration, etc.).
• Arrange OFB and CDO travel and tours. 
• Prepare guest artist contracts, OFB and CDO contracts. 
• Maintain applications and verify correct application information. 
• Prepare and maintain spread sheets. 
• Provide template scholarship letter to Staff Asst. III for prep and mailing. 
• Prepare tuition waiver requests and scholarship requests. 
• Initiate Graduate Assistants tuition waiver request. 
• Distribute scholarship checks to students. 
• Prepare and mail scholarship letters to students.
• Auditions and Recruitment Manager -will oversee the organization of auditions.
• Other duties as assigned.

Required Education: High School Diploma or GED. AND:

•  24 months office, clerical, or administrative experience.

Skills:

• Knowledge of office procedures.
• General office and customer service skills.
• Knowledge of Microsoft Office Suite (Outlook, Excel, and Word).
• Excellent interpersonal skills.
• Ability to work independently and as a team player.
• Ability to complete tasks in an efficient and timely manner.
• Must be detail oriented for accuracy of data and information.
• Ability to multitask, be organized, and self-motivated.
• Ability to work in stressful situations.
• Ability to communicate verbally and in writing.

Advertised Physical Requirements:

• Sit for prolonged periods.  Communicate effectively and listens.  Engage in repetitive motion.  Use of computer and telephone.  Stand, stoop, bend, and reach.
• Standard office environment.

Supervision: Supervisor Student Employees

Departmental Preferences

• Associates Degree or College Coursework strongly preferred.
• Basic graphic design and/event planning helpful.

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.  To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

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