Department Assistant II

Posting Details

Position Information Position Title Department Assistant II Job Description Job Summary: Individuals serving as Department Assistant II must possess the ability to complete project-focused work independently with minimal supervision. The Department Assistant II supports multiple research consortia, namely Tulsa University Fluid Flow Projects (TUFFP), Tulsa University Horizontal Well Artificial Lift Projects (TUHWALP), and other related research projects within the Department of Petroleum Engineering. This position requires a higher level of support than a typical academic unit. This support is vital for research projects requiring ongoing organization and documentation, especially those projects funded by federal agencies. Specific responsibilities include, but are not limited to, complex administrative tasks related to maintaining up-to-date faculty and student records, assisting with planning, preparation, and execution of multiple Advisory Board meetings per year, and preparation and initiation of various forms of correspondence with stakeholders. Additionally, individuals serving as Department Assistant II must possess superb communication, interpersonal, and customer service skills; knowledge of budgetary functions; and comfort with utilizing a variety of software applications. Essential Functions (Responsibilities):

• Makes approved purchases including ProCard purchases and purchase requisition/invoices; all purchases in the form of requisitions or procurement card purchases and reimbursements are made in adherence to TU budget-related procedures and policies set forth by the Office of Research.
• Prepare and enter purchase requisitions and reconcile purchase orders utilizing Colleague and Excel.
• Purchase requested items with ProCard; maintain accurate records.
• Monitor expenses and ensure correct accounts are charged by matching invoices or packing slips to posted charges.
• Maintain/order all office and printing supplies.
• Prepare routine correspondence.
• Assist in making travel arrangements and filing expense reports for staff and students using Concur system.
• Maintains confidentiality and discretion regarding college data, files, and personnel information.
• Assist new students with obtaining keys, etc.
• Prepare and submit reimbursements for students and staff.
• Assist in the preparation/organization of semi-annual Advisory Board meetings for each consortium.
• Performs other duties as assigned/needed.

Knowledge/Skills/Abilities:

• An individual in this position demonstrates attention to detail and accuracy, self-motivation, and strong team orientation.
• Proficiency in utilizing a personal computer, proficiency in Microsoft Office 365, and willingness to learn new software applications.
• Demonstrated effectiveness working with a variety of administrative levels and diverse groups of people
• Ability to handle multiple priorities while maintaining a high level of customer service.

Required Qualifications

• Associate’s Degree or two years college equivalent
• Must have three years of progressive administrative office experience or equivalent.

Preferred Qualifications

• Bachelor’s degree.
• Previous work experience at The University of Tulsa or other academic institutions preferred.

Physical Demands Office job; minor lifting of small packages. Posting Detail Information Posting Number S906P Open Date 10/30/2024 Close Date Open Until Filled Yes Special Instructions to Applicants Advertising Summary

EEO Statement

EEO Statement Eeo Statement Summary The University of Tulsa seeks to recruit and retain talented students, faculty and staff from diverse backgrounds. The University of Tulsa is an affirmative action/equal opportunity employer and encourages qualified candidates across all group demographics to apply. The University does not discriminate on the basis of personal status or group characteristic including, but not limited to race, color, religion, national or ethnic origin, age, sex, disability, veteran status, sexual orientation, gender identity or expression, genetic information, ancestry, or marital status. The University of Tulsa is an Equal Opportunity Employer including Disability/ Veteran.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply

Required Documents

1. Resume

Optional Documents

1. Cover Letter