Lead Admin Support Spec

Job Description - Lead Admin Support Spec (252043)

Lead Admin Support Spec - Performs support-oriented duties for a Department Head or Manager. Responsibilities include maintaining files, scheduling, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computations, managing office procedures, assisting with budget preparation, and coordinating activities. Serves as payroll coordinator and resource to other support personnel. May supervise support staff.

• Maintains office files that may be confidential (e.g., patient or personnel information).
• Schedules appointments for office personnel and ensures administrative details are completed.
• Makes travel arrangements.
• Receives incoming calls and directs to appropriate personnel; records messages or provides routine information.
• Acts as a contact for employees or the public; answers questions, provides information, and handles complaints for internal and external customers.
• Monitors and orders office supplies and completes requisitions.
• Works with supervisor on signing associate forms as authorized.
• Types and Proofreads letters, manuscripts, lectures, grant proposals, and medical information.
• Reviews and responds to routine correspondence; drafts replies with minimal instruction.
• Prepares various reports (e.g., office supply expenditures, student or resident rotation schedules).
• Distributes information to office personnel (mail, newsletters).
• Performs basic statistical, business research, and routine computations.
• Calculates service costs and issues service contracts for vendors.
• Assesses office procedures and implements improvements.
• Assists in personnel selection of clerical staff; may train, assign, and check subordinates’ work.
• Acts as payroll coordinator or provides payroll oversight; collects time sheets, enters data, tracks leave, and processes special pays.
• Assists in budget preparation and maintains budgetary records.
• Reviews contractor/vendor billing and manages cash accounts, credit cards, and codes.
• Plans, coordinates, and expedites special activities or projects requiring training or creativity.
• Supervises other clerical staff as needed, including training, evaluating performance, scheduling, and timekeeping.
• Performs related duties to fulfill the position.

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Required

Education:

High School Diploma or GED, AND:

• 12 months office, clerical, or administrative experience.

Skills:

• Advanced knowledge of office procedures
• Office management and customer service skills
• Advanced 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 efficiently and in a timely manner
• Detail oriented for data and information accuracy
• Ability to multitask, stay organized, and be self-motivated
• Ability to work in stressful situations and meet deadlines
• Strong verbal and written communication

Certifications: None

• Physical:
  • Sit for prolonged periods
  • Communicate effectively
  • Engages in repetitive motion
  • Stand, reach, stoop, and bend
• Environmental:
  • Standard office environment

The University of Oklahoma is an equal opportunity employer. EEO statement as provided by the employer should remain in the description to comply with legal requirements.

Hiring contingent upon a Background Check:
Yes

Special Indications:
None

Posting date:
Sep 10, 2025

Documents required for this position are listed under the Required Attachments section of the job listing. You will be required to upload and attach these documents in the application process.