Administrative Coordinator to the Executive Director, Export Control and Secure Research Operations

Job no: 492754
Work type: Professional hourly
Location: Norman
Categories: Administrative Support

Pay Range: Targeted salary $24.03 hourly, based on experience

Benefits Eligible: Yes

Work Schedule: Monday – Friday Standard / Fixed Schedule

Travel: Not required

Position Introduction:

As administrative assistant to the Executive Director of Export Control and Secure Research Operations, you'll oversee administrative day-to day operations on behalf of the Executive Director. Under limited supervision, coordinate export control matters that involve faculty, staff, and various administrative units of the University.

Typical Functions May Include:

Lead administrative activities including maintaining calendars, managing the export email account, answering office phones, maintain inventory of reviewed technology. Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions.

Review and log Restricted Party Screenings, Dynamic Screening Alerts, and proposal information sheets. 15% (Assumes day-to-day responsibility for organizing and coordinating specialized clerical functions.)

Monitor and evaluate the international travel of University faculty and staff. Review 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. Answers questions, provides information and handles complaints for internal and external customers.

Evaluate 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.

Gather information and necessary documents for deemed export licensing requirements. Collects and disseminates information for internal and external customers.

Keep 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.

Assist in the research of necessary information for preparing and submitting export control license applications and filing of Commodity Classification and Jurisdiction requests.

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. Assists with preparation of budgets, controls delegated budgetary expenses and maintains budgetary records.

Other duties as assigned.

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Required Education and Experience:

High School Diploma or GED.
12 months office, clerical, or administrative experience.

Department Preferences:

Excellent written and verbal communication skills with a demonstrated ability to express and convey complex ideas to a varied audience.
Excellent analytical ability.
Excellent research and decision-making skills.
Must have a high degree of professionalism.
Ability to collaborate and work in a team environment.
Demonstrated ability to make effective decisions, problem solve and handle confidential information with discretion.
Must be adept with browser-based software and web search tools.
Strong initiative to solve problems.
Proficient in Microsoft Office; Zoom/Skype.
Detail oriented for accuracy of data and information.
Highly organized and able to handle multiple projects and deadlines.
Ability to work both independently and with interdepartmental teams on various initiatives.
Previous OU experience.
1 or more years of relevant experience in academic research, research administration, and compliance.

Hiring Contingent Upon a Background Check: Yes

Advertised: 27 Apr 2026 Central Daylight Time
Applications close: 26 Jul 2026 Central Daylight Time

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