Senior Administrative Support Specialist- TULSA at University of Oklahoma

Posted in Health Care 4 days ago.

Type: Full-Time
Location: Tulsa, Oklahoma

Job Description:

Senior Administrative Support Specialist

Position Information:

This position supports the OU Health Physicians executive director for clinical operations and the chief project manager.  Performs administrative support-oriented job duties, to include but not limited to resolving routine questions and problem, filing maintenance, scheduling appointments, reception, inventory management, report and minutes preparation, and other  correspondence.

Essential Duties:

  • Maintains office files that may be of a confidential nature.

  • Schedules various appointments often involving many complicated and busy schedules for executives within OU Physicians and with external vendors. Ensures administrative details are completed and materials for meetings are available.

  • Receives incoming calls to OUP Administrative office and refers to appropriate person.

  • Serves as a contact person for other employees or the outside public. Provides information regarding location or availability of materials, resources, and services.

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

  • Responsible for typing correspondence, manuscripts, grant proposals, and medical information.

  • Reviews and responds to routine correspondence for the office personnel. Prepares various reports, to include but not limited to expenditures, patient experience and budgetary items. Makes copies and assembles materials.

  • Assists in coordinating and delivering new employee onboarding.

  • Manages uniform accounts, ensuring new employees are added and termed employees are removed.

  • Manages badge buddy account and ordering.

  • Opens, routes, and prepares incoming and outgoing mail. May run errands for the department.

  • Plans and organizes meetings and programs.

  • Makes travel arrangements and submit expenses to online system.

  • Manages printing orders.

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



Working Conditions:

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

  • Environmental: Standard office environment.



  • Required: 24 months office, clerical, or administrative experience.



  • Required: High School Diploma or GED.


Knowledge, Skills & Abilities:

  • 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



Equal Employment Opportunity Statement:  The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of 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.

Diversity Statement:  The University of Oklahoma is committed to achieving a diverse, equitable, and inclusive university community by recognizing each person's unique contributions, background, and perspectives. The University of Oklahoma strives to cultivate a sense of belonging and emotional support for all, recognizing that fostering an inclusive environment for all is vital in the pursuit of academic and inclusive excellence in all aspects of our institutional mission.



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