Special Assistant to the Vice President and Chief Human Resources Officer

Organization: Human Resources Admin Office

Job Location: Oklahoma-Norman-Norman Campus

Schedule: Full-time

Work Schedule: Monday - Friday 8am-5pm

Work Type: Onsite

Salary Range: Targeted salary $72,500 annually, based on experience

Benefits Provided: Yes

Required Attachments: Resume, Cover Letter

Job Description---

Provides administrative support and assistance to ensure effective use of the VicePresident and Chief Human Resources Officer's time and productive interactions with staff and the public. Responsible for a wide range of administrative support tasks and assignments which may cross various functional areas. Independently initiates and implements processes to manage projects and information. Manages the VicePresident and Chief Human Resources Officer's schedule, meeting preparations, follow-up tasks, and travel arrangements. Uses discretion, judgment, and knowledge of the University to facilitate the VicePresident and Chief Human Resources Officer's activities and maintain a high-level of confidentiality. Support activities which may extend to the scope of Vice President and Chief Human Resources Officer's span of control assigned department and/or leadership team.

Maintains the office of the assigned Vice President and Chief Human Resources Officer, includes ordering supplies, greeting visitors, processing incoming/outgoing mail, scanning and organizing files.

• Answers phones and emails and provides clarity on policies, practices or procedures and routes issues to the appropriate department to manage.
• Manages constantly shifting calendars and communicates schedule changes to all parties.
• Develops positive relationships at all levels of the university.
• Works independently with flexibility and authority over daily work priorities.
• Handles all aspects of the position in a highly professional and confidential manner.
• Executes a communication strategy for stakeholders and facilitates written and verbal, internal and external communications from and to the VicePresident and Chief Human Resources Officer.
• Collaborates with staff at all university levels to gather information, and prepare presentations for meetings.
• Conducts research and information gathering on behalf of the Vice President and prepares summaries and reports. This may also include providing daily updates to keep executive up to date on upcoming commitments, projects, or raising issues that impact the department.
• Works on variety of problems that requires evaluation and determines appropriate course of action, referral, or response.
• Furnishes the VicePresident and Chief Human Resources Officer with policy information, and material needed for correspondence, reports, and similar documents.
• Executes special projects and prepares reports and recommendations.
• Coordinates activities between departments and outside parties.
• Performs various duties as needed to successfully fulfill the function of the position.
• May be responsible or assists with staffing needs, this includes completing personnel forms and other transactions, onboarding, time keeping, etc.

For best consideration please apply by April 1, 2024.

Job Requirements---

Required Education and Experience: Bachelors degree in Business Administration, Management, Communications or related field, AND;

• 60 months of Executive Assistant, C-Suite administrative support experience or related administrative role.

Skills:

• Ability to prepares presentation materials for meetings.
• Ability to effectively work independently and as a team member.
• Ability to maintain professionalism when interacting with university staff, customers, vendors, and students.
• Adaptable to various competing demands and demonstrate the highest level of customer/client service and response.
• Ability to quickly learn and apply knowledge of operations, policies, and procedures.
• Ability to support the schedule and activities of the Vice President related to communications, meetings, conferences or travel.
• Excellent verbal and written communication skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, and Power Point), or related software.

Certifications:

• None.

Working Conditions:

• Ability to engage in repetitive motions.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 10 pounds at times.
• Work is generally of a critical or confidential nature.
• Frequent exposure to pressure caused by deadlines and busy periods.
• Requires contact with other departments and university officials.
• Position requires a willingness to work extended hours or have schedule flexibility to support internal/external meetings.
• Occasional travel may be required to other campus and other external sites.

Departmental Preferences:

• None.

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.

Hiring contingent upon a Background Check?: Yes

Special Indications: None

Job Posting: Mar 18, 2024

Job Type: Full-time

Pay: Up to $72,500.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Relocate:

• Norman, OK 73019: Relocate before starting work (Required)

Work Location: In person