Office Administration Support Specialist

Job Description

Job Description

ABOUT US

Oral Roberts University is a non-profit organization whose staff and faculty actually make a difference in the lives of its students. We pride ourselves on our culture and the values we uphold. Our team is passionate about what we do, and we want you to make us even better!

To assist the Office of the Provost by presenting a mature professional atmosphere for visitors, guests, faculty and staff. Previous experience in executive offices a bonus. High detail reviewing documents. Provide office support by managing workflow, maintaining electronic records tracking systems to meet high priority and timelines. Responsible for representing and coordinating travel for the provost office. Travel management experience a plus. Assist and implement through completion any and all administrative tasks assigned to meet office operations as needed day by day.

• Welcome desk for the Provost office. Direct guests, visitors by assisting them with finding resources, information and providing expert support, completing forms or connecting to other departments when needed. Notify staff of appointment arrivals. Primary representative for the Provost office.
• Maintains a desk area free of confidential information and carefully monitors guest view of desk when in the office.
• Responsible for maintaining secure access to Provost inner office areas and maintaining a presence at the front desk.
• Maintain incoming and outgoing correspondence including but not limited to sending memos, emails, mail pick up and distribution. Receives and sends inter-office mail for processing.
• Supports the Provost's Affairs Administrative Coordinator by processing paper workflow in and out of the office in timely and confidential manner utilizing Monday.com project management system to record workflow.
• Process billing by requisition when requested, maintain hardcopy file system and electronic in Monday.com for all transactions.
• Provides support for the Provost office that will include but not limited to attending to the administrative needs of the office, managing phone calls, support staff organizing events. Assisting for any academic and administrative projects when requested by Provost or Provost Affairs Administrative Coordinator.
• Manage reconciliation of bookstore invoices, receipts when received. Reconcile ORU Provost credit card statement with receipts when requested by the finance department. Other billing items as assigned. Responsible for ensuring all transactions are balanced and properly recorded.
• Primary representative managing and organizing Provost trips and conferences. This can include but are not limited to purchasing airline tickets, securing rental cars, booking hotels, building portfolios for participants with agendas, visas and country entrance documentation, weather reports and any pertinent information. Communicate with travel agencies when booking certain travel requirements. Maintain an up-to-date itinerary with Global Guardian insurance related to trips. Travel will be priority during certain seasons of the office management.
• Maintains Provost office suite, file room and cleaning of common office areas. Assist staff with in-person meetings with other administrators and guests. Utilize work order system as needed for repairs or replacements. Assist in preparing lunch or other requested needs for the Provost.
• Proofreading scripts, documents for errors and ability to build in footnotes and bibliographies in research and academic papers as directed by the Provost or Provost Academic Affairs Coordinator.

EDUCATION : Bachelor preferred

EXPERIENCE/SKILLS/ABILITIES :

• One year of experience in a related field
• Must be proficient in Microsoft Office Suite
• Office assistant experience preferred
• Travel experience preferred with international travel a plus but not required
• Requires a professional appearance and must maintain a high level of confidentiality of information and office processes
• Good listener and willingness to learn
• Maintains compliance with the Family Educational Rights and Privacy Act (FERPA) policy and its’ procedures

Equal Employment Opportunity:

Oral Roberts University promotes equal employment opportunities for all individuals regardless of differences in race, color, religion, sex, national origin, age, disability, or veteran status.