Assistant to Associate Vice President(s) (Administrative)

The Assistant to the Associate Vice President(s) serves as a key member of the administrative team in the Office of the Vice President for Research and Partnerships (VPRP), providing high-level support to multiple Associate Vice Presidents (AVPRPs) and ensuring seamless communication and coordination across the VPRP team.

Essential Duties:

• Under limited supervision, manages and oversees the day-to-day activities including but not limited to managing calendars, travel, AVPRP activities and selected programs, and serves as a liaison to internal and external stakeholders on behalf of the AVPRPs.
• Serves as the liaison on any matter directed to the AVPRP with the University, Colleges, faculty, and staff, and with community constituencies.
• Independently researches and prioritizes incoming issues and, where appropriate, determines course of action, referral, and/or response.
• Evaluates and determines appropriate response to written requests received; formulates and disseminates written responses and reports as appropriate.
• Manages requests including mail, correspondence, telephone calls and other matters of urgency; discernment of urgency or priority to respond and determine appropriate next steps.
• Researches, collects, and analyzes data or information for preparing reports, proofreading documents, preparing for and discussions or meetings.
• Coordination of travel arrangements and management of calendars for ongoing meetings to optimize their schedule. All travel arrangements (including international and domestic, registrations, transportation, lodging, etc.) are subject to change frequently. 
• Anticipates the needs of the Executive by proactively offering support and solutions, while handling sensitive and confidential matters with discretion and sound judgment.
• Attends AVPRP-related Leadership meetings, event planning, and various other meetings as requested to take notes, prepare agendas, provide insight, and disseminate information as requested by the AVPRP. Some information shared within these meetings may be treated as confidential.
• Performs miscellaneous job-related duties as assigned. These can also be very important matters and should be handled accordingly. 

Required: Bachelor's degree.

Equivalency/Substitution: Will accept 48 months of job-related experience in lieu of the Bachelor's degree for a total of 84 months of related experience.

Skills:

• Proficient in Microsoft Office; Google Suite; Dropbox, and videoconference applications such as Zoom and MS Teams
• Technology skills, proficient in PC/Windows and Apple/Macintosh.
• Detail oriented for accuracy of data and information
• Highly organized and able to handle multiple projects and deadlines
• Able to communicate well and build rapport quickly with students, faculty, and staff
• Able to produce reports and complete work within deadlines
• Strong initiative to solve problems
• Advanced office skills such as multi-line phone, copying, filing, faxing, and mail
• Customer service-oriented
• Ability to work both independently and with interdepartmental teams on various initiatives
• Must have advanced/proficient writing skills for composing audits, reports, and advisories
• Excellent proofreading skills
• Basic knowledge of ChatGPT or Copilot
• Ability to be flexible, ready to make changes as needed.
• Ability to manage multiple calendars
• Advanced writing skills for composing correspondence, reports and advisories

Preferences:

• 36 months of related experience
• Previous OU experience

Certifications: Valid Driver's License

Supervision: None

Working Conditions:

• Physical:
  • Must be able to engage in repetitive motions and communicate effectively.
  • Frequent exposure to pressure caused by deadlines and busy periods.
  • Ability to communicate, including expressing oneself or exchanging information with others
  • Ability to use a computer daily.
• Environmental:
  • Standard Office Work Environment

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.

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Equal Employment Opportunity Statement: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), 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, housing, financial aid, and educational services.