Lead Admin Support Specialist

The University of Oklahoma • Oklahoma City, OK

7d • Onsite

About The Position

OU Health Stephenson Cancer Center is Oklahoma’s only National Cancer Institute (NCI)-Designated Cancer Center, and one of only 73 NCI-Designated Cancer Centers in the United States. This highly competitive accreditation ensures that our patients receive the highest standard of care and have access to the most advanced cancer treatment options. At the Stephenson Cancer Center, we have an exciting new job opportunity that could be right for you! The Lead Administrative Support Specialist is responsible for the accurate, timely, and compliant processing of travel authorizations, reimbursements, and related financial transactions for employees, faculty, and university guests. This position ensures adherence to institutional, state, and federal regulations while providing high-level customer service and guidance. Review, audit, and process travel authorizations and expense reimbursements for accuracy and compliance. Duties: 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. Verify supporting documentation, receipts, and funding sources. Receives incoming calls for office personnel and refers calls to appropriate personnel. Records messages or responds to caller with routine information. Serves as a contact person for employees or the outside public. Ensure adherence to travel policies and applicable state and federal guidelines. Monitor submission timelines and follow up on incomplete or inaccurate requests. Monitors and orders supplies for the office and completes requisitions. May sign associate forms as authorized by the supervisor. Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor. Drafts replies to such correspondence with minimal instruction. Prepares various reports such as office supply expenditures and student or resident rotation schedules. Review and reconcile purchasing card transactions. Ensure proper allocation to correct accounts and funding sources. Provide guidance to cardholders on allowable expenses and documentation requirements. Serve as a primary point of contact for travel and reimbursement inquiries. Provide training and guidance to faculty and staff on policies and procedures. Develop and update instructional materials as needed. Maintain professional, responsive communication with internal and external partners. 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. Calculates service costs and issues service contracts for on and off campus vendors. Assesses office procedures and makes necessary changes in order to improve office functioning. Assists in personnel selection of the clerical staff. May assume responsibility for training, assigning and checking work of subordinates. Assists in the preparation of budgets. Responsible for maintaining budgetary records and approving expenditures. 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. Reviews billing from contractors and vendors, adjusts as needed. Issues cash accounts, credit cards, billing and equipment codes. Performs related duties as assigned to successfully fulfill the function of the position.

Requirements

• High School Diploma or GED, AND:
• 12 months office, clerical, or administrative experience.
• 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

Responsibilities

• 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.
• Verify supporting documentation, receipts, and funding sources.
• Receives incoming calls for office personnel and refers calls to appropriate personnel.
• Records messages or responds to caller with routine information.
• Serves as a contact person for employees or the outside public.
• Ensure adherence to travel policies and applicable state and federal guidelines.
• Monitor submission timelines and follow up on incomplete or inaccurate requests.
• Monitors and orders supplies for the office and completes requisitions.
• May sign associate forms as authorized by the supervisor.
• Reviews and responds to routine correspondence for the office personnel and sometimes in the name of the supervisor.
• Drafts replies to such correspondence with minimal instruction.
• Prepares various reports such as office supply expenditures and student or resident rotation schedules.
• Review and reconcile purchasing card transactions.
• Ensure proper allocation to correct accounts and funding sources.
• Provide guidance to cardholders on allowable expenses and documentation requirements.
• Serve as a primary point of contact for travel and reimbursement inquiries.
• Provide training and guidance to faculty and staff on policies and procedures.
• Develop and update instructional materials as needed.
• Maintain professional, responsive communication with internal and external partners.
• 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.
• Calculates service costs and issues service contracts for on and off campus vendors.
• Assesses office procedures and makes necessary changes in order to improve office functioning.
• Assists in personnel selection of the clerical staff.
• May assume responsibility for training, assigning and checking work of subordinates.
• Assists in the preparation of budgets.
• Responsible for maintaining budgetary records and approving expenditures.
• 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.
• Reviews billing from contractors and vendors, adjusts as needed.
• Issues cash accounts, credit cards, billing and equipment codes.
• Performs related duties as assigned to successfully fulfill the function of the position.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED