Lead Admin Support Specialist - Tulsa

Lead Admin Support Specialist- OB/GYN

Performs support-oriented job duties to a Department Head or Manager. Duties are complex and of an advanced nature, to include but not limited to maintaining files, scheduling appointments, managing inventory, typing, preparing reports and correspondence, distributing information, conducting research and computation, managing office procedures, assisting with budget preparation, and coordinating activities.

Essential Functions:

• Serves as a payroll coordinator and resource to other support personnel and faculty.

• Maintains office files that may be of a confidential nature such as patient or personnel information.

• Schedules various appointments for office personnel and ensures administrative details are completed.

• Makes travel arrangements.

• Receives incoming calls for office personnel, records messages, responds with routine information, and/or refers calls to appropriate personnel.

• Serves as a contact person and support for employees or the outside public.

• Monitors and orders supplies for the office and requests requisitions.

• May sign associate forms as authorized by the supervisor.

• Responsible for typing and proofreading letters, manuscripts, lectures, grant proposals, and medical information.

• Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor.

• Distributes various forms of information to office personnel such as mail or newsletters.

• Answers questions, provides information, and handles complaints for internal and external customers.

• Performs statistical, business research, and routine computations that require knowledge of mathematics.

• Assesses office procedures and makes necessary changes in order to improve office functioning.

• Plans, coordinates, and expedites special activities or projects that require specialized training or creative thought.

• May supervise other clerical staff, to include but not limited to selecting, training and evaluating performance of assigned staff, preparing staff schedules and tracking time worked in the timekeeping system.

• Maintains inventories such as keys and computer equipment.

• Assists faculty with reimbursement and travel entries in Concur.

• May be asked to prepare faculty clinical schedules, and/or student and resident rotation schedules.

• Prepare various reports, including but not limited to those which aid in the audit of faculty clinic and student/resident rotation schedules.

• Creates monthly Newsletter.

• Provides AP oversight by communicating with vendors and the AP Coordinator, collecting and coding invoices, submitting invoices to AP, and monitoring for payment.

• Pulls financial reports and reconciles monthly revenue and expenses on all accounts after each close of month.

• Performs related duties as assigned to successfully fulfill the function of the position.

Qualifications:

Required Experience: High School Diploma or GED, AND:

• 48 months office, clerical, or administrative experience.

Working Conditions:

• Physical: Sit for prolonged periods. Communicate effectively and listens. Engages in repetitive motion. Stand, reach, stoop, and bend.

• Environmental: Standard office environment.

Knowledge, Skills & Abilities:

• 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 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 and meet deadlines in a timely manner

• Ability to communicate verbally and in writing

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.