Position Introduction:

The office manager performs critical administrative duties for the Williams Student Services Center (WSSC) for the Gallogly College of Engineering academic advising unit. Ensures effective daily office operations through serving as a professional front-line resource to students, employees, or the outside public.

Essential Job Duties & Functions:

• Provides administrative assistance to WSSC staff, including maintaining office supply budget and inventory, facility maintenance requests, scheduling meetings and appointments, assisting with preparation for campus committees and associated responsibilities, and making travel arrangements.
• Accesses and maintains student records and files with adherence to FERPA and HIPAA laws for in-office use, for document preparation, and to assist with student outreach.
• Coordinates and carries out projects or assignments requiring specialized knowledge or expertise including student advising triage, unit event planning, survey building, advisor appointment scheduling, college and university processes, and producing in-house publications, newsletters, and social media.
• Oversees the collection and dispersion of sensitive data for internal office use related to student retention and graduation trends, including compiling data, statistics, and other information.
• Maintains documentation of advisor major assignments lists with contact information and relevant School referrals, forms, petitions, informational fliers, and website references.
• Maintains archive of unit and college resources.
• Acts as WSSC representative for the Building Resource Manager program. 

Skills:

• Knowledge of office procedures and customer service skills.
• Proficient with Microsoft Office Suite (Word, Excel, and Outlook).
• Ability to take direction to work independently and as a team player.
• Excellent interpersonal skills and demonstrates cultural sensitivity and competence.
• Must be detail-oriented for information and data accuracy.
• Demonstrates excellent written and verbal communication skills.
• Basic math skills.
• Highly organized and able to handle multiple projects and deadlines. 

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.
• Certain work locations may require the employee to hold a valid driver's license.

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Required Education and Experience:

• High School Diploma or GED.
• 24 months office, clerical, or administrative experience.

Required Certifications and Licenses:

• Valid driver's license may be required for work in certain areas for the performance of specific job duties. (Candidates assigned to locations requiring vehicle operation must possess and maintain an active, valid driver's license)

Department Preferences:

• Higher education background with experience working with students.
• Experience with OU systems, processes, and procedures.
• Ability to work with sensitive and confidential information.
• Experience in Zoom, Cognos and Qualtrics a plus.