Description

The Administrative Assistant is part of the Health Sciences Center-based Advancement Team and will provide primary support to the Assistant Vice President and general assistance to the 20-person Advancement team. This administrative professional will handle reception, correspondence, travel management and record keeping, as well as the coordination of a variety of meetings, inclusive of scheduling, agenda preparation, meeting room setup, ordering food, etc.  The Administrative Assistant will consistently produce presentations, reports and communications, and serve as the liaison between the HSC offices, Foundation and University staff as well as donors. This position is based in Oklahoma City with occasional travel to Norman.

KEY RESPONSIBILITIES

Support the Advancement Leadership Team

• Support the Assistant Vice President.
• Assist with managing Advancement staff calendars.
• Make travel arrangements for AVP including air, hotel, car rental, etc.
• Use independent judgement and critical thinking to respond to inquiries from the highest levels of the Foundation, University, alumni, sponsoring agencies and corporate entities.
• Organize meetings using advanced scheduling features of Microsoft Outlook. Handle last-minute scheduling with tact and diplomacy to maintain constructive relationships.
• Compose, edit and distribute letters, memos, contact reports, briefings, meeting minutes and proposals.
• Review, format prepare and distribute internal and external documents.
• Prepare presentation materials using PowerPoint.
• Assist with expense reports.
• Assist with special projects and other duties as assigned.

College-based Events Support

• Assist the Director of Alumni and Annual Giving for the College of Medicine.
• Work with colleges and departments to secure Service Unit Requests, moving forms and event coordination.
• Receive and process checks for individuals attending functions, or walk-in donations.
• Assist with donor events and mailings

General Office

• Answer phones, make copies, maintain electronic and paper filing systems.
• Process and track business office forms and prompt payments.
• Submit office expenses and invoices for payment.
• Assist with travel and reimbursement claims in Concur.
• Assist new employees with IT set up, badges, keys and parking passes.
• Maintain knowledge of overall Foundation and Advancement operations.

Requirements

REQUIRED QUALIFICATIONS

Knowledge, Skills, Abilities

• General office skills such as multi-line phone, copying, filing, faxing and mail.
• Advanced editing and proofreading skills.
• Ability to organize, format and design attractive reports and presentations.
• Must be proficient in Microsoft Word.
• Advanced skills in calendar and meeting management using MS Outlook.
• Advanced Excel skills.
• Proficient navigating and maintaining databases.
• Basic data analysis.
• Able to utilize the internet for business research and resources.
• Highly organized with ability to handle multiple projects and deadlines.
• Able to balance multiple and varied tasks, including interruptions.
• Highly adaptable and responsive to unexpected shifts in workload or focus.
• Able to take the initiative to solve problems.
• Demonstrated customer service orientation.
• Able to communicate well and build rapport quickly with donors and staff.
• Able to work well with interdepartmental teams and initiatives.
• Must be able to maintain confidentiality and to protect and manage confidential information or documents.
• Able to learn travel software and work-related systems and tech tools quickly.
• Current driver’s license required to assist events.

 Occasional overtime, evenings and/or weekend work required.

Education/Experience

• Associate degree and 36 months experience supporting an executive.
• Equivalent combination of education and experience will be considered.

Preferences

• Strong preference for five years previous experience providing high-level executive support.
• OUHSC or OU experience preferred.
• Knowledge of travel software such as Concur helpful.