*Staff Senate Administrative Coordinator (Project Management)

Join the University of Oklahoma: Be Part of Excellence in Education and Research

The University of Oklahoma (OU) is more than a workplace—it's a community of dedicated professionals committed to driving innovation, excellence, and growth in education and research. As Oklahoma's premier research university, OU leads the state in offering unparalleled educational opportunities and fostering dynamic career growth for its faculty, staff, and students.

At OU, staff members play a pivotal role in shaping the university's success. The OU Staff Senate represents and amplifies the voices of our staff employees, serving as a vital conduit for communication, collaboration, and advocacy between the University and its staff. Our shared mission is to create an environment where every staff member feels valued, supported, and empowered to make an impact.

We are excited to announce an opportunity to join this thriving community as an Administrative Coordinator.

Duties:

• Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions. 
  • Supervises and supports multiple Staff Senate Committees for Norman Campus
  • Performs administrative duties, including but not limited to ordering, and tracking supplies, reimbursements, keeping a calendar, setting up meetings and appointments, assisting with various awards and award committees, and maintaining and updating website.
  • Collects and disseminates information for internal and external customers
• Updates office procedures for more efficient operation when necessary.
  • Assists with developing, implementing, and interpreting policies and procedures, ensuring compliance with federal, state, and university policies and regulations
  • Establishes and maintains filing systems including confidential documents. 
• Assists with preparation of budgets, controls delegated budgetary expenses and maintains budgetary records.
  • Approves departmental expenditures within predetermined guidelines 
  • Sets up new vendors and reviews contractors and vendors billing, adjusts as needed.
  • Reconciles monthly financial reports to clear outstanding expenses, and transfers.
  • Makes cash deposits into special accounts.
  • Maintains all departmental accounts and Pcard management.
• Plans and coordinates special projects.
  • Assists with coordinating and planning program-hosted events and programs, organization, and negotiations with contractors and vendors.
  • Coordinates and executes department and campus events.
  • Coordinates with multiple Executive offices.
  • Coordinates special events, including but not limited to ordering catering, mailing invitations, setting up the PA system, assisting speakers, and reserving rooms.
  • Manages the Staff Senate fundraisers, including setting up online stores, coordinating with the Bursar's Office, and Procurement Office, distributing fundraising merchandise, etc.
• Staff Employee Engagement in Partnership with Human Resources
  • Develops, coordinates and evaluates customized programming, communication, event management, logistics and budgets for Employee Engagement initiatives and commitments including Employee Recognition and celebrations, employee engagement events, employee social events, and other celebrations. 
  • Participates in designing a variety of reward and recognition programs and fostering employee engagement and creating positive work experiences and environment.
  • Analyzes feedback data and develops clear, well-organized, and meaningful reports and presentations that identify trends and areas for improvement in employee engagement initiatives.
• Performs other related duties as assigned.

 

Required Education: High School Diploma or GED, AND: 

• 12 months office, clerical, or administrative experience.

Skills:

• Basic math skills
• Advanced computer skills with wide knowledge of business software
• Proficient in Microsoft Office
•       Detail oriented for accuracy of data and information
•       Demonstrated ability to manage multiple projects and deadlines in a fast-paced environment.
•       Passion for fostering a positive work culture, promoting belonging, and driving employee success.
•       Excellent communication, interpersonal, and presentation skills with the ability to work with diverse employee groups and stakeholders

Certifications:

• None 

Advertised Physical Requirements:

• Communicate effectively.  
• Engage in repetitive motion.
• Standard office environment.

Departmental Preferences:

• None

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.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.