Campus

OSU-Stillwater

Contact Name & Email

Michele Young, michele.young@okstate.edu

Work Schedule

Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$17.00 - $23.00

Priority Application Date

While applications will be accepted until a successful candidate has been hired, interested parties are encouraged to submit their materials by Dec 31, 2025 to ensure full consideration.

Special Instructions to Applicants

For full consideration, please include a resume, cover letter and contact information for three professional references.

About this Position

The Administrative Operations Specialist is a supportive and cooperative team member providing human resources and administrative service to the Department of Wellness - Sponsored Programs (DOWSP) and Student Accessibility Services (SAS) administration, staff, and students. The responsibilities of the Specialist are to assist and coordinate the implementation of personnel related services, such as timekeeping, leave reporting, payroll, position classifications, recruitment, and onboarding of new employees. The Specialist assists in recruitment and new hire processes including, but not limited to, creating/updating position descriptions and posting of vacancies, and preparing letters of offer, all while acting as liaison between the DOWSP team and the Department of Wellness’ Assistant Director of Business Operations. Provides Specialized (Programmatic specific) administrative support to DOWSP employees for the successful operation of multiple, diverse grants and contracts serving individuals across the state of Oklahoma. Develops and maintains/updates DOWSP HR procedural handbooks and provides HR & travel training assistance as needed to current and new staff (ex: Banner system - completing and submitting timesheets, leave reports; AIRS system - travel requests, etc.). Processes travel requests and reimbursements using the AIRS system. Initiates and completes travel processes, and assists with all travel arrangements (hotels, airfare, rental cars, conference registrations, etc.) for DOWSP personnel, stakeholders/partners as needed. Proficiently uses OSU systems and forms and effectively communicates relevant Human Resources/personnel information to the DOWSP team. Serves as financial back-up when needed. This entails entering requisitions into OK Corral and processing invoices and change orders for the Accessibility Programs (ABLE Tech) section of the organization. Corresponds with employees, vendors, Purchasing, Fiscal Manager, and Accounting in connection with the OK Corral processes. Creates CVIs for Student Accessibility Services interpreting services. Verifies Pcard purchases of ABLE Tech staff and signing off as accountant for those purchases. Enters all invoices paid, Pcard purchases, as well as CVIs onto the appropriate commitment logs. Will be cross-trained and provide back-up coverage on support processes as necessary. All other duties as assigned.

Required Qualifications

• High School/GED (degree must be conferred on or before agreed upon start date)

• Five years of progressive administrative experience. Post-secondary education may be substituted for experience (1 year of education: 1 year of experience).

• Certifications, Registrations, and/or Licenses:

  Completion of Ambassador Program and/or Leadership Development after hire is required (approximately 10 hours per year).

• Skills, Proficiencies, and/or Knowledge:

  Ability to lift up to 10lbs.

  Ability to efficiently handle multiple job assignments, with high levels of productivity, in a rapidly changing environment. Maintains confidences and protects security of operations by keeping information confidential and secure. Good working knowledge of Microsoft Word and Excel. Acquisition of Notary Public after hire is required. Good verbal and written communication skills as well as the ability to work with a team are necessary for this position.

Preferred Qualifications

• Bachelor's

  Business, Finance/Accounting or other related field

• Related experience at OSU. Knowledge of Human Resources Policies and Procedures.

• Certifications, Registrations, and/or Licenses:

  Completion of Ambassador Program and/or Leadership Development Program