Oklahoma A+ Schools Institute - Project Specialist

Oklahoma A+ Schools Institute - Project Specialist

Edmond, OK 73034

Overview

Salary Range $20.19 - $20.19 Hourly Position Type Staff Category OTRS Classified

Description

Position Classification

Regular, full-time, hourly, non-exempt and benefit-eligible staff position. For more benefit information visit Why Work at UCO?

General Schedule

Position typically works 40 hours per week Monday through Friday with occasional evenings and weekends for events.

Position Overview

Manage and organize office operation, including budgets, procedures and personnel. Supervises office staff and participates in administrative functions of the work unit. Interprets and advises internal and external customers on departmental or program policy and guidelines. Must be able to perform queries, standard and modified reports from the university systems, and must be able to produce document using Microsoft Office. Assist leadership in program, event and project planning and development. Interprets, monitors, and analyzes information regarding operating policies and procedures. Analyze and resolve administrative services issues and needs. Maintains personnel records, including vacation and leave of office staff; approves time sheets as needed. Coordinate with other administrative staff on all intra-unit operations and procedures.

Department Specific Essential Job Functions

UCO general:

Responsible for planning and coordinating logistics of professional developments, programs, events, conferences, and meetings. Assist in publicizing and implementing events from concept to clean up. Propose improvements or new processes to improve efficiency for staff as well as participant satisfaction. Collaborates with cross-functional teams to create and gather necessary internal resources, such as advertising, human resources and information technology. Develops and distributes communications regarding upcoming events. Monitors spending and invoice status to ensure total costs of events are within the established budget. Oversees the set up and cleanup of all assigned events and ensures those who will be implementing the event have all necessary information. Addresses staff and participant questions and complaints and works to reach a resolution. May prepare reports, presentations or other materials. Performs work under general supervision. Handles moderately complex issues and problems and refers more complex issues to higher-level staff. Possesses solid working knowledge of subject matter.

OKA+ Specific:

Responsible for planning and coordinating logistics for all Oklahoma A+ Schools Institute programs and events including but not limited to professional developments, retreats, annual conference, summer summits, and fundraising events. Creates and coordinates registration processes for each event. Communicates logistics to staff, A+ Fellows, and participants throughout from registration to conclusion. Responsible for set-up and clean-up, including food and catering arrangements, of events and any follow-up needed. Secures spaces for events and coordinates all logistics for the space, including technology needs. Seeks proposals from vendors - caterers, printers, rental companies, hotels/motels, etc. - and initiates contracts. Makes travel arrangements for staff and Fellows in association with events, as well as secure lodging for staff, A+ Fellows, participants, and speakers as needed. Assists in planning and developing strategies to respond to needs and concerns of participants of OKA+ Institute professional development and events.

Facilitates communication between Oklahoma A+ staff, A+ Fellows, consultants, and Oklahoma schools participating with the Oklahoma A+ Schools Institute. Fields questions from A+ Network Schools and the general public about events.

Will need to be able to perform queries, standard and modified reports from the university systems (Banner, Concur, TouchNet, Qualtrics, etc.)

Supervise student workers and coordinate task tracker to help prioritize the work staff assigns to them.

Other:

Routinely answers questions and provides information and data requested by individuals within or outside of work area. Questions that require interpretation or are not easily resolved are referred to Supervisor.

Demonstrates ability to execute tasks according to standard operating procedures and/or direction. Demonstrates ability to learn new subject matter, coupled with attention to detail and responsiveness to feedback.

Performs a variety of duties following established policies and procedures. Resolves problems by selecting from approved alternatives based on past practices, established procedures, or direction. Relies on direct supervision is available to set priorities and objectives, and to assist in problem resolution.

May provide input into budget development by assisting with identification of operational needs and requirements.

Primarily responsible for executing routine procedures with direction from senior staff.

Qualifications/Experience Required

Requires a university degree or equivalent work experience that provides knowledge of and exposure to fundamental theories, principles, and concepts. Requires the application of expertise in a chosen field to achieve results. Experience with leading planning, including program development and innovation, program prioritization, and assessment. Appropriate profession accomplishments and credentials.

Qualifications/Experience Preferred

Bachelor's degree or an equivalent combination of education and experience. Two years of office and project management experience. Basic accounting, budgeting, and financial monitoring. Knowledge and experience with Banner and project management skills. Ability to maintain confidentiality. Ability to make policy and procedure decisions.

Knowledge/Skills/Abilities

• Visual attention, mental concentration and manipulative skills
• Proficiency with the Windows operating system and related software including Word, Access, Excel, as well as with the Internet
• Mental concentration to keep up with many ongoing tasks and projects is essential
• Interpersonal relationship skills, ability to establish and maintain effective working relationships with staff, member schools, officials, and the general public
• Good writing and communication skills with the ability to express oneself in oral and written form
• General knowledge of the public K-12 schools in Oklahoma
• Excellent organizational skills
• Knowledge of computer and office equipment
• The ability to plan events creatively and completely within a budget
• The ability to work calmly under pressure with attention to detail
• Knowledge of the state and its resources including, caterers, printers, vendors, etc
• Excellent public relations and organizational skills required
• Must pay attention to detail
• Ability to follow instructions and work independently
• Must be able to work in a busy environment and maintain a positive attitude
• Ability to contribute to an atmosphere of teamwork is essential
• Must be flexible and a self-starter
• Ability to prioritize multiple tasks, meet deadlines, and maintain confidentiality

Physical Demands

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.