Organization
As the administrative assistant to the Executive Director of Export Control and Secure Research Operations, the selected finalist will oversee the day-to-day administrative operations on behalf of the Executive Director, coordinate export control matters involving faculty, staff, and various administrative units of the University under limited supervision, and organize, coordinate, and perform clerical and administrative functions following established standards.
Essential Duties:
- Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions. Leads administrative activities including managing the export email account, answering office phones, and maintaining inventory of reviewed technology. Reviews and logs Restricted Party Screenings, Dynamic Screening Alerts, and proposal information sheets.
- Answers questions, provides information and handles complaints for internal and external customers.
- Monitors and evaluates the international travel of university faculty and staff.
- Reviews any university owned equipment to determine if a licenses review is required; physical shipments going to other countries and flag for license reviews, and initial review of visa applications.
- Evaluates and log research proposals, grants, award contracts, agreements including but not limited to Non-Disclosure, Confidential, Proprietary Information, Data-Use, and Material Transfer, to ensure appropriate export compliance language is contained.
- Collects and disseminates information for internal and external customers. Gathers information and necessary documents deemed for export licensing requirements. Collects and disseminates information for internal and external customers.
- Keeps up to date and report on changes related to Export Administration Regulations, 15 CFR 730-774, the International Traffic in Arms Regulations, 22 CFR 120-130, and the Office of Foreign Assets Control 31 CFR 501-598.
- Assists in the research of necessary information for preparing and submitting export control license applications and filing of Commodity Classification and Jurisdiction requests.
- Assists with preparation of budgets, controls delegated budgetary expenses and maintains budgetary records. Perform Office of Export Controls account reconciliations including but not limited to PCard, monthly financials, purchases, vendor payments etc. in the university financial system. Coordinate travel and submit claims in the university travel system. Manage and report transactions as appropriate in which obligate program funds for budgetary purposes. Collaborate with Vice President for Research and Partnerships Administrative team for monthly reconciliations and backup as needed.
- Updates office procedures for a more efficient operation when necessary.
- Plans and coordinates special projects.
- Establishes and maintains filing systems including confidential documents.
- Performs other related duties as assigned.
Job Location
Required Education: High School Diploma or GED, AND:
- 12 months office, clerical, or administrative experience.
Skills:
- Excellent written and verbal communication skills with a demonstrated ability to express and convey complex ideas to a varied audienceExcellent analytical abilityExcellent research and decision-making skillsGood organizational and time management skills with the ability to be punctual for workMust have a high degree of professionalismAbility to collaborate and work in a team environmentDemonstrated ability to make effective decisions, problem solve and handle confidential information with discretionMust be adept with browser-based software and web search toolsStrong initiative to solve problemsProficient in Microsoft Office; Zoom/SkypeDetail oriented for accuracy of data and informationHighly organized and able to handle multiple projects and deadlinesAbility to work both independently and with interdepartmental teams on various initiatives
Certifications:
Working Conditions:
Physical:- Must be able to engage in repetitive motions and communicate effectively.Frequent exposure to pressure caused by deadlines and busy periods.Ability to communicate, including expressing oneself or exchanging information with othersAbility to use a computer daily.
Environmental:- Standard office environment
Departmental Preferences:- Bachelor's Degree
- Previous OU experience
- 1 or more years of relevant experience in academic research, research administration, and compliance
Supervision: None
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.
Organization: Export Controls
Job Location: Oklahoma-Norman-Norman Campus
Schedule: Full-time
Job Posting: Dec 2, 2024
