Sr. Student Services Specialist (Administrative)

The Dodge Family College of Arts and Sciences is looking for a Sr. Student Services Specialist to join our team. The Sr. Student Services Specialist position provides professional administrative support in the School of Biological Sciences, including faculty, staff and students.

The primary responsibility of this position is to directly support prospective and current graduate students, and their engagement with faculty and alumni. This position has the responsibility to support and assist with graduate recruitment and retention, student progress toward degree completion, retention, and graduation.

Job Duties:

• Responsible for organizing and coordinating the academic affairs of graduate students in the school.
• Assist the School's Graduate Liaison and Graduate Student and Studies Committee.
• Correspond with the Admissions Office, International Student Services, and the Graduate College, communicating with the prospective students, and others.
• Maintain school graduate records, and confidential files, create and maintain graduate student directory.
• Assess graduate student needs and help develop and implement targeted programs and services.
• Write and edit informational materials and present informational programs to students related to the school's graduate programs.
• Provide initial contact for prospective graduate students and orientation for graduate students in the school.
• Conduct Graduate Student Orientation at lease each Fall semester, and Spring semester as needed.
• Assist in graduate student recruitment activities.
• Provide support for faculty advisors of graduate student organizations in the school.
• Provide leadership in planning course schedules.
• Manage and track annual budget for Graduate Student operations.
• Processes student/faculty travel expenses and reimbursements in Concur, processes invoices, related to Graduate Student Program.
• Prepares and maintains the Graduate Student operations office procedures.
• Coordinate, plan and prepare events related to graduate students in the school. Including ordering refreshments, coordinating delivery or picking up, set up and break down for various activities and events.
• Coordinate through the Dodge Family College of Arts and Sciences communications liaison and the University of Oklahoma Marketing and Communications regarding website updates and social media posts related to  the School of Biological Sciences graduate program information.
• Interface with potential employers for graduate student employment and internship opportunities.
• Act as an advocate and resource to graduate students, assisting them in understanding School, College, and University policies and procedures and connecting with appropriate campus personnel, resources, and support services.
• Update and supply recently approved documentation pertaining to graduate student checklists, course offering sheets, and other pertinent guidance to incoming and current graduate students.
• Collect graduate data and calculate related statistics for reports and surveys.
• Prepare and edit reports related to graduate students and programs.
• Assist with assignment and notification of Graduate TA positions.
• Manage room reservations for meetings and Dissertation/Thesis Defense in both Richards Hall and George Lynn Cross Hall.
• Assist the Graduate Student Liaison with Annual Graduate Evaluations, Graduate Program Assessments, Graduate School Applications/Forms/prepare graduate petitions.
• Authorize individualized graduate coursework and research hours.
• Assist as needed with tracking and account reconciliations for related expenditures with the school accounting office.
• Performs various duties as needed to successfully fulfill the function of the position. 

Required Education and Experience: High School diploma or GED, AND: 

• 18 months of office supervision/management or student services.

Skills:

• Ability to communicate verbally and in writing.
• Ability to accurately read and understand written materials and instructions.
• General office skills such as phone, copying, faxing, filing, and handling mail.

Certifications:

• Driver's License - travel approximately 2% of time.

  
  

Advertised Physical Requirements:

• Ability to engage in repetitive motion.
• Ability to deal with regular pressure to meet productivity standards.
• Ability to grasp objects with fingers and hands.
• Ability to speak, including expressing oneself or exchanging information with others.
• Ability to see, including color, depth perception, and clarity.
• May be required to bend, lift, stoop, carry, walk, climb stairs, and be exposed to temperature changes.
• May be required to sit for sustained periods at a computer.
• Standard office environment.

Department Preferences:

• Bachelor's degree.
• Able to build rapport quickly with director, staff, faculty, and students.
• Attention to detail and the ability to perform non-routine work with changing priorities.
• Knowledge of advising, curriculum structure, and student success factors.
• Fundamental mathematical skills and knowledge.
• Demonstrated ability to work collaboratively as part of a team.
• Initiative and ability to start and complete projects with minimum direction necessary.
• Demonstrated ability to manage multiple projects simultaneously.

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.