Administrative Operations Specialist - Stillwater, United States - Oklahoma State University

Oklahoma State University Stillwater, United States

4 weeks ago

Description

Position Details

Req ID:
req17594

Position Title:
Administrative Operations Specialist

Position Type:
Staff Full-Time

Position Number:
AS7889

OSU Campus:
Stillwater

Department:
Dept of Wellness-Sponsored Programs

Location Address:
1514 W. Hall of Fame; 103 Seretean Wellness Center , Stillwater, OK 74078 USA

Hiring Supervisor:
Michele Young

Hiring Range

(Contingent upon available funding):

, Hourly

Work Schedule:
M-F; 8am - 5pm

Faculty Appt Period:

Job Summary:

The Administrative Operations Specialist is a supportive and cooperative team member providing human resources and administrative service to the Department of Wellness - Sponsored Programs (DOWSP) and Student Accessibility Services (SAS) administration, staff, and students.

The responsibilities of the Specialist are to assist and coordinate the implementation of personnel related services, such as timekeeping, leave reporting, payroll, position classifications, recruitment, and onboarding of new employees.

The Specialist assists in recruitment and new hire processes including, but not limited to, creating/updating position descriptions and posting of vacancies, and preparing letters of offer, all while acting as liaison between the DOWSP team and the Department of Wellness' Assistant Director of Business Operations.

Provides Specialized (Programmatic specific) administrative support to DOWSP employees for the successful operation of multiple, diverse grants and contracts serving individuals across the state of Oklahoma.

Develops and maintains/updates DOWSP HR procedural handbooks and provides HR & travel training assistance as needed to current and new staff (ex: Banner system - completing and submitting timesheets, leave reports; AIRS system - travel requests, etc.).

Processes travel requests and reimbursements using the AIRS system.

Initiates and completes travel processes, and assists with all travel arrangements (hotels, airfare, rental cars, conference registrations, etc.) for DOWSP personnel, stakeholders/partners as needed.

Proficiently uses OSU systems and forms and effectively communicates relevant Human Resources/personnel information to the DOWSP team.

Serves as financial back-up when needed.

This entails entering requisitions into OK Corral and processing invoices and change orders for the Accessibility Programs (ABLE Tech) section of the organization.

Corresponds with employees, vendors, Purchasing, Fiscal Manager, and Accounting in connection with the OK Corral processes. Creates CVIs for Student Accessibility Services interpreting services. Verifies Pcard purchases of ABLE Tech staff and signing off as accountant for those purchases. Enters all invoices paid, Pcard purchases, as well as CVIs onto the appropriate commitment logs.

Will be cross-trained and provide back-up coverage on support processes as necessary.

All other duties as assigned.

High percent of work requires using a computer.

Travel may be required. Work schedule is primarily Monday to Friday, 8 a.m. to 5 p.m. However, out of town travel may be required during conference training or other meetings that may require additional time.

Special Instructions to Applicants

You must include a resume, cover letter, and three references to be fully considered for this position.

Education & Experience

Position Qualifications:

This position will require the incumbent to have documented proof of full Covid-19 vaccination status or an approved accommodation through the OSU Office of Equal Opportunity upon hire.

Minimum Qualifications:
High School/GED

Five years of progressive administrative experience.

Five years of progressive administrative experience. Post-secondary education may be substituted for experience (1 year of education: 1 year of experience).

Completion of Ambassador Program and Leadership Development after hire is required.

Ability to efficiently handle multiple job assignments, with high levels of productivity, in a rapidly changing environment. Maintains confidences and protects security of operations by keeping information confidential and secure. Good working knowledge of Microsoft Word and Excel. Acquisition of Notary Public after hire is required.

Good verbal and written communication skills as well as the ability to work with a team are necessary for this position.

Preferred Qualifications:
Bachelor's degree in Business, Finance/Accounting or other related field.

Related experience at OSU.

Knowledge of Human Resources Policies and Procedures.

Completion of Ambassador Program and Leadership Development Program.

Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students.

To support this environment and comply with applicable laws and regulations, OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check.

The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification.

Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination and affirmative action.

Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, sexual orientation, gender identity/expression, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions.

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