Department Assistant I

Provides administrative support for one, or more, academic departments. Although specific needs are dependent upon the departments supported, and individual in this role is expected to demonstrate dependability, utilize independent thinking, and exercise sound judgment. The department assistant composes routine correspondence, handles budget reports and purchase requisitions, works with students, arranges meetings, generates reports for rosters and enrollment, assists faculty members with travel, supply orders, and other support needs. Department Assistant I often assists in the coordination of departmental events with both internal and external partners.

Essential Functions (Responsibilities):

• Greets visitors, answers, and routes incoming calls.
• Handles routine correspondence for the department leadership.
• Purchases and maintains office supplies as needed in departments.
• Coordinates hiring and supervision of work study students.
• Actively participates in monthly staff meetings with departmental administrators.
• Assists faculty with travel arrangements.
• Compiles and distributes faculty meeting agendas.
• Assists in compilation and retention of minutes from departmental committees.
• Assists with departmental updates to the university bulletin and websites.
• Makes approved purchases including ProCard purchases and purchase requisition/invoices; all purchases in the form of requisitions or procurement card purchases and reimbursements are made in adherence to TU budget-related procedures.
• Maintains syllabi and supplemental syllabi files for all courses taught within departments served.
• Assists with administrative tasks related to accreditation reports/files for supported academic programs, including running informer reports as needed.
• Assists in planning departmental events
• Maintains confidentiality and discretion regarding college data, files, and personnel information.
• Performs other duties as assigned/needed.

Required Qualifications

Knowledge/Skill/Ability

• Knowledge of organizational structure of the university and its role in the larger community
• Excellent interpersonal, managerial, written, and oral communication skills and the ability to effectively prioritize and coordinate the work of the activities of the departments served.
• Proficiency in Microsoft Suite.
• Demonstrated effectiveness working with a variety of administrative levels and diverse groups of people.
• Ability to maintain confidential standards of the department/university with a high degree of deadline orientation and self-motivation.
• Ability to handle multiple priorities while maintaining a high level of customer service.
• Ability to use sound business judgment in the execution of job duties.
• Must be able to handle stress and work well under pressure.

Equivalent Education/Experience

• Must have 3 years of administrative office experience or equivalent.
• Previous customer service Experience

Preferred Qualifications

Previous work experience at The University of Tulsa or other academic institutions.

Previous supervisory experience.

Physical Demands

Standard office environment; minimum physical demands.