College Operations Specialist (Project Management)

The College Operations Specialist provides broad administrative and operational support to ensure the smooth functioning of college-wide activities and internal processes. Reporting to the Senior Operations Specialist, this role assists with project coordination, classroom scheduling, internal communications, and stakeholder engagement. The position also supports purchasing, and process improvement efforts, contributing to an organized, collaborative, and service-oriented environment for faculty, staff, and students.

Responsible for the execution of college-wide initiatives and internal department engagement and processes, this position plays a key role in the daily management of office operations related to these functions. The position supports the development, coordination, and continuous improvement of internal functions by managing logistics, streamlining communication, and collaborating across departments. In addition to logistical responsibilities, the role includes clerical and administrative tasks such as maintaining records, managing correspondence, and supporting day-to-day office functions to ensure efficient use of resources and high-quality experience for faculty, staff, and students.

• Supports the continuous enhancement of college operations by evaluating and refining internal workflows, communication strategies, and administrative processes to drive efficiency and effectiveness related to engagement for faculty, staff, and students.
• Manages academic classroom scheduling in collaboration with department leaders, faculty, advisors, and the university scheduling office to ensure optimal use of instructional space.
• Assists in planning and executing of department events, engagement opportunities, and other activities this include logistical planning, material preparation, promotional strategy, vendor coordination, and post-event analysis.
• Performs routine administrative and clerical tasks to support daily office operations, including answering phones, responding to emails, filing documents, scheduling appointments, preparing materials, and maintaining organized records
• Coordinates timelines, resources, and tasks across departments to ensure successful program and project deliverables are met
• Prepares communications, including proposals, reports, newsletters, announcements, and presentations for both internal and external stakeholders
• Maintains comprehensive and accurate documentation related to department files, reports, budgets, scheduling, and program efficiency and engagement data
• Serves as a liaison between departments and vendors to ensure consistent communication, timely follow-up, and successful execution of assigned tasks
• Provides responsive and informed support to students, faculty, and staff, offering general guidance and directing inquiries to appropriate personnel, resources, or offices as needed
• Manages procurement processes and maintain accurate records for supplies and resources for college events and daily operations
• Performs general administrative and coordination duties as assigned to support the success of department program, activities, events, and leadership
• Implements evaluation tools, such as surveys and feedback forms to evaluate effectiveness of assigned task and make data-driven decisions for improvement
• Performs various duties as needed to successfully fulfill the function of the position

Required Education and Experience: Bachelor's degree, AND:

• 1 year experience in administrative support, office coordination, operations management, or related field.

Equivalency/Substitution:  Experience or a combination of education & related experience can be considered in lieu of degree. A one-to-one ratio is used to determine the number of years of experience required in place of a degree. 

Skills:

• Strong organizational and communication skills with the ability to effectively communicate verbally and in writing
• Highly organized and ability to handle multiple projects and deadlines
• Ability to make data-driven decisions
• Ability to accurately read and understand written material and instructions.
• Strong customer service skills
• Proficient in Microsoft Office (Word, Outlook, Excel, and PowerPoint)
• Ability to work independently and collaboratively in a fast-paced environment
• Detail-oriented with strong analytical and problem-solving abilities

Certifications:

• Valid Oklahoma Driver's license to drive University vehicles and/or to pick up supplies and materials.

Advertised Physical Requirements:

• Ability to engage in repetitive motions.
• Ability to communicate verbally in order to express oneself and exchange detailed information with others
• Ability to lift up to 50lbs
• Frequent exposure to pressure caused by deadlines and busy periods
• Requires contact with other departments and university officials
• May be required to travel

Departmental Preferences:

• Experience with Constant Contact or other digital email platforms.
• Experience with Canva and other design applications and software.
• Knowledge of the OU procurement system.

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.