Senior Coordinator, Administration and Legal

VISION:  Transform the university through the power of generosity.

MISSION:  Unite donor passions with university priorities to elevate the impact of Oklahoma State University.

PRIMARY FOCUS: Provide administrative support to the Legal department and the Vice President/Chief Financial Officer. Assist organization in keeping Foundation’s Operational Policies and procedures updated. Assist with difficult to complex projects requiring a thorough knowledge of organizational procedures and precedents. Support departments under the supervision of the VP and General Counsel as directed. This position requires the ability to work independently, exercising judgment and initiative.


KEY AREAS OF FOCUS:
Administrative Responsibilities-

• Carry to completion administrative and secretarial activities for designated staff members. These activities would include typing reports, business correspondence, and memos.
• Utilize Foundation systems including DocuSign, LawVu, OnBase, ascend, Financial Edge, ChromRiver, and Microsoft Office products.
• Arrange meetings; assist in agenda preparation, gather information and contact meeting participants for the Legal and Administration departments, as required; make travel arrangements.
• Sort and read mail for assigned staff, handling as much as necessary. Prepare overnight and certified mailings as needed. Bring to the attention of the appropriate staff member those things that need immediate response/attention or that need signature. Prepare expense reports (credit cards) and expense reimbursements for Legal department and Chief Financial Officer.
• Keep calendar and set meetings for appropriate staff members.
• Request checks/prepare Legal Invoice approvals for:
  • Legal and administrative expenses, including real estate transactions
  • Filing documents with the Court and other agencies
  • Mineral management related expenses, including mineral taxes
  • Membership/dues – Bar Association
  • Notary stamps
• Serve as subject matter expert on Policy and Procedure software and keep Operational Policies updated in software system.

Examples of Other Responsibilities-

• Assist with monthly pledge reminder process.
• Assist with annual endowment report process: review mailing list, merge addresses, stuff and mail

Other duties as assigned.

 

JOB COMPETENCIES AND EXPERIENCE:

• Graduation from a standard high school and a minimum of two years full-time related work experience is required. An interest in the non-profit/fund-raising sector is highly desirable.
• Knowledge of correct English usage, spelling, grammar, etc.; modern office methods and procedures; equipment and filing systems; proofreading; business letter and report writing techniques.
• Ability to communicate with visitors, university administrators, and staff members in a professional manner.
• Proficiency with word processing, spreadsheets, calendaring, presentations and other office management functions. This position requires the ability to work independently, exercising judgment and initiative, while meeting regular business cycle deadlines in a highly productive environment.
• Proactive self-started and eagerness to perform at a high level while maintaining a collaborative and friendly attitude is highly desirable.

PHYSICAL REQUIREMENTS:  Must use a computer terminal and view a computer screen for extended periods of time. Must talk in person or by phone (frequently and sometimes for extended periods) to people on campus and across the country. Must constantly use visual acuity to check printed and designed materials of various types. Must be able to navigate within the OSU Foundation. Typical office working conditions.