Organizational Operations Coordinator

Job Posting Title

Agency

Supervisory Organization

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Job Type

Compensation

Job Description

Please note that the hiring process will be initiated by a review of submitted resumes. Anyone interested in being considered for an interview will need to attach a complete and up-to-date resume.

Thank you for your interest in this position and for helping us ensure we have the information needed to fairly and accurately consider each candidate.

This position coordinates key governance, human resources, and administrative operations for OPERS. Serving as the official clerk to the OPERS Board of Trustees and its committees, the role ensures meetings are effectively organized, conducted, documented, and maintained.  The position also provides transactional Human Resources support and provides operational assistance to executive leadership and agency-wide programs and activities. This position reports to the Director of Human Resources and routinely handles confidential information requiring discretion and attention to detail.

• Serves as the official clerk for the OPERS Board of Trustees and its committees, coordinating administrative processes necessary to conduct and document meetings; maintains official Board records including minutes, resolutions, oaths, filings, and governance documentation.
• Develops agendas; compiles and distributes meeting materials; coordinates in-person and virtual meeting logistics; and supports the timely completion staff contributed documents.
• Prepares and posts required meeting notices, records proceedings, drafts minutes, and maintains attendance and quorum records as required.
• Maintains Board calendars, trustee information, the internal Board website, and the Board document library.
• Coordinates the appointment, onboarding, orientation, and continuing service needs of Board members.

• Provides administrative and transactional support for Human Resources programs and processes; initiates, reviews, and tracks HR transactions in Workday and other agency systems; maintains personnel and recruitment records.
• Coordinates recruiting activities, including job postings, application organization, scheduling interviews, candidate communication, and completion of pre-employment requirements.
• Supports onboarding and offboarding by coordinating documentation and orientation; maintains confidential personnel files and records. Administers timekeeping processes reviews time records, ensures timely correction of discrepancies communicating with staff.
• Tracks Human Resources workflows, deadlines, and required documentation and follows up with employees, managers, and other responsible parties to support timely completion.
• Assists with preparation of HR communications, forms, reports, and training materials.

• Provides comprehensive administrative and logistical support to executive leadership, including coordinating calendars, preparing materials and reports, organizing information, and tracking  action items.
• Coordinates business travel and related administrative processes, including itineraries,  documentation,  reimbursements, and expense reporting.
• Drafts, reviews, formats, and distributes agency correspondence, reports, presentations, mailings, and agency-wide communications.
• Coordinates administrative processes and records, including contracts, subscriptions, external communications, and general office activities; identifies opportunities to improve consistency and efficiency while maintaining confidentiality of personnel, Board, executive, and agency information.
• Supports agency-wide projects, programs, meetings, and events through planning, scheduling, logistics, preparation of materials, and coordination with internal and external stakeholders.

Knowledge, Skills, and Abilities required include knowledge of the procedures and techniques of business communication; of business grammar and arithmetic; of public relations, and computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat.

Skills required include skill in oral and written communication; in modern office functions, methodologies, and practices; in attention to detail; in effectively using computer applications such as Microsoft Outlook, Excel, Word, PowerPoint, Publisher, and Adobe Acrobat; and in establishing and maintaining effective working relationships by interacting with people of various social, cultural, economic, and educational backgrounds.

Abilities required include the ability to multitask; to exercise discretion and maintain confidentiality; to exercise independent judgment; to prioritize appointments and work assignments; to work cooperatively and courteously with others; to communicate with a variety of personalities and divergent views in a tactful, pleasant, and professional manner; and to establish and maintain a confidential work environment.

Education and Experience requirements at this level consist of seven (7) years of administrative/clerical office work including four (4) years of experience as an office manager, executive assistant, or confidential secretary, or an equivalent combination of education and experience substituting 30 semester hours from a college or university for every year of experience.

• One year of technical board service; working as a clerk or secretary supporting a Board of Trustees or other governing body.
• One year of technical human resources management experience in any functional area of HR.

This position is performed primarily in a standard office environment while using a computer. The noise level is generally low. The role requires:

Regular use of office technology and equipment.

Adjusting or rearranging tables, chairs, and other light furniture for meetings and events.

Setting up meeting-related supplies and audio/visual equipment, which may involve lifting items up to 25 pounds.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:

Agency Contact