Sr. Student Services Specialist

Job Description

The Department of Political Sciences is seeking an outstanding, customer service oriented, and collaborative individual to join our team. The Sr. Student Services Specialist position serves as the primary point of contact in the Office of the Department of Political Science, providing professional administrative support and supporting the Chairperson, Graduate Liaison, faculty, staff, and students in their duties. This position is responsible for helping with graduate admissions, as well as student progress toward degree completion, retention, and graduation.

Office Duties :

• Open office by 8 : 00 a.m. and close office at 5 p.m.
• Answer the office main line and route telephone calls
• Greet and direct visitors to the appropriate person or office
• Receive and distribute mail and deliveries
• Respond to communications via phone and email promptly.

Essential Duties :

Performs office duties and coordination in support of student programs or services.

Conducts the graduate admissions process with assistance from the Graduate Liaison as needed.

Maintains files indicating student progress, letters of recommendations, transcripts, etc., as required.

Interfaces with OU Student Services, Admissions, the Graduate College, and other offices in matters concerning grades, transcripts, and student status.

Assists in student recruiting activities.

Assists Director and Graduate Liaison with various duties and projects :

Maintains office files that may be confidential, such as student admissions and enrollment information, and other student records.

Monitors student progress towards degree completion.

Communicates information regarding academic programs, policies, and procedures based on students' individual needs.

Assists the Chair and Graduate Liaison in processing academic forms, including Veteran Student forms and petitions.

Conducts graduation checks and degree clearances.

Assists faculty with the End of Program Assessment process.

Other Duties :

Coordinates monthly faculty meetings (1 / month during academic year) and records / processes / distributes meeting minutes for faculty meetings

Creates and maintains spreadsheets and databases as deemed appropriate

Assists with, coordinates, and carries out special event / project planning for the department

Collects and maintains departmental files (eg, current and previous Course Syllabi, program administration, etc.)

Assists with the Department recruiting initiatives

Performs other duties as assigned

Travel : The Sr. Student Services Specialist will be required to run local errands occasionally. Other travel is infrequent.

Job Requirements

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

18 months of office supervision / management or student services.

Skills :

Knowledge of office procedures

Keen sense of customer service and serving others

Excellent interpersonal skills

Ability to speak, read, and write clear, concise English

Ability to communicate verbally and in writing and build rapport quickly with students, faculty, and staff

Ability to accurately read and understand written materials and instructions

Demonstrates ability to learn, interpret, and articulate complex policies and procedures.

Willingness to work independently, collaboratively, and under supervision

Must be detail-oriented for accuracy of data and information

Ability to multitask, organize, and be self-motivated

Ability to complete tasks promptly

Committed to maintaining confidentiality and securing sensitive information

General office skills such as phone, copying, faxing, filing, and handling mail

Knowledge of Microsoft Office Suite (Outlook, Excel, and Word)

Certifications :

None

Working Conditions :

Physical :

Must be able to physically be in an office operating periodically independently and with other individuals.

Must be able to sit for extended periods doing work on a computer and via the telephone.

Must be able to communicate effectively and listen.

Must be able to engage in repetitive motions.

Environmental :

Standard office environment.

Frequent exposure to pressure caused by deadlines and busy periods.

Requires contact with other departments and university officials.

Departmental Preferences :

Bachelor's degree or equivalent combination of education and job-related experience

Experience working in an office environment

Experience in higher education

Knowledge of OU

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

Why You Belong at the University of Oklahoma : The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!

Equal Employment Opportunity Statement : The University, in compliance with all applicable federal and state laws and regulations, does not discriminate based on 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.