POSITION SUMMARY:   

The Administrative Assistant for OU Health will provide support for the Assistant Vice President of Advancement for OU Health, who manages the OU Health Advancement team. Serve as administrative support for scheduling, correspondence, travel, and record keeping. Coordinate a variety of meetings which involve scheduling, agenda preparation, setting up meeting rooms, ordering food, etc. Consistently produce presentations, reports and communications. Serve as the liaison with the OU Health leadership team and the OU Foundation team. 

KEY RESPONSIBILITIES: 

Support the Assistant Vice President of Advancement 

• Manage the Assistant Vice President of Advancement’s calendar, including a high volume of requests for appointments and scheduling. Use discernment in prioritizing requests and availability. Manage last minute scheduling with tact and diplomacy to maintain constructive relationships. 
• Use independent judgement to respond to inquiries from the highest levels of the OU Foundation, OU Health, University of Oklahoma, internal and external stakeholders, sponsoring agencies and corporate entities. 
• Organize meetings using advanced features of Microsoft Outlook. 
• Compose, edit, and distribute letters, memos, contact reports, briefings, meeting minutes and proposals. Assist with preparing and distributing financial reports and strategic plans. 
• Prepare presentation materials using PowerPoint. 
• Collaborate with Prospect Research to secure confidential biographical and financial information on prospective donors. Conduct research for Advancement staff, OU Health leadership and some key donors. 
• Assist with special projects as assigned. 

 Manage Travel 

• Create options for proposed trips, coordinate with travel agency to obtain alternate itineraries, comply with event specifications, if any (i.e., specific airline, hotel, etc.). 
• Communicate itinerary details to Assistant Vice President, event sponsors, and others as appropriate. 
• Demonstrate a high degree of attention to detail to effectively coordinate all aspects of travel, including flights, hotels, rental cars, while coordinating with others that are traveling. 
• Obtain security clearances and passes as appropriate. 
• Adapt quickly to last-minute changes in itinerary and communicate changes to all parties in an efficient manner. 

  General Office 

• Answer phones, make copies, maintain electronic and paper filing systems. 
• Provide support as directed to various OU Foundation and OU Health Advancement staff. 
• Process and track business office forms and prompt payments. 
• Maintain knowledge of overall OU Foundation and OU Health Advancement operations. 
• Maintain OU Health Advancement training materials. 
• Perform related responsibilities as required or assigned.