Administrative Finance Coord

Required Education: Bachelors degree in Accounting Finance Business Management or related field.

Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelors degree.

Skills:

• Working knowledge of office procedures
• Working knowledge of accounting processes
• Knowledge of Microsoft Office Suite (Outlook Excel and Word)
• Excellent interpersonal skills
• Ability to work as a team member
• Ability to complete tasks in an efficient and timely manner
• Ability to multitask and selfmotivated
• Ability to communicate verbally and in writing
• Advanced computer skills with wide knowledge of business software
• Detail oriented for accuracy of data and information
• Highly organized and able to handle multiple projects and deadlines

Certifications: None

Working Conditions:

• Physical:
  • Sit for prolonged periods.
  • Communicate effectively and listen.
  • Ability to engage in repetitive motion.
• Environmental:
  • Standard office environment.

Departmental Preferences:

• Ideal candidate will possess working knowledge of OUHSCs governing policies and procedures and will be familiar with common campuswide administrative functions. i.e. purchasing processes accounts payable payroll travel reimbursement etc.
• Preference will be given to candidates that have a background working in a research environment or who have a degree with a scientific focus.
• Experience with PeopleSoft Financials and Concur is desired.
• Ideal candidate will be dynamic able to manage a broad range of duties in a fastpace and vibrant research environment.

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 toadmissions employment financial aid housing services in educational programs or activities and health care services that the University operates or provides.

Responsible for coordinating the overall operation administration and communication in a newly established basic science department by working with Chair and the shared administration in performing the following tasks.

Duties:

• Managing daytoday operation of the department such as equipment maintenance delivery vendor invoice travel claims and the logistics of research or education events.
• Providing financial oversight including account management analysis and monitoring of departmental budget report preparation payroll coordination and development of financial procedures as needed.
• Acting as the primary point of contact for department members and as liaison for interdepartmental administrative functions including close coordination with appropriate shared administrative member to resolve matters efficiently.
• Assisting the department leadership in developing policies documenting key workflows and maintaining procedure manuals.
• Proactively assisting in strategic planning and procedure improvements on financial and personnel matters.
• Development and coordination of special activities such as recruitment interviews and academic events such as seminars and symposia representing department or college with external stakeholders.
• Performing other duties as needed to fulll the function of the position and to meet departments strategic goals.
• Working with shared administration on grant management required reporting compliance with federal state and university regulations and budget reconciliation.
• Developing communication strategies such as newsletters and web content oversight to ensure the smooth operation of the department
• Manages all departmental accounts.
• Reconciles monthly financial reports to clear outstanding expenses payroll budget revisions and transfers.
• Creates cost spending certification reports.
• Monitors and ensures money is spent correctly.
• Sets up new vendors and ensures invoices are on the correct accounts.
• Makes cash deposits into special accounts.
• Maintains budget and grant administration Pcard management and OU Foundation funds.
• Analyzes departmental financial procedures.
• Makes recommendations for change and develops strategy for change.
• Acts as the payroll coordinator for the department or provides oversight.
• Collects time sheets enters into PeopleSoft tracks leave completes ETRs and special pays.
• Submits all paper PAF EPAF EDR travel and PETs.Picks up pay checks as needed.
• Coordinates and carries out projects or assignments requiring initiative independent action and specialized knowledge or expertise.
• May include producing inhouse publications performing public relations functions and monitoring staff to ensure guidelines and procedures are followed.
• Handles personnel issues.
• Completes new employee paperwork and ensures accuracy.
• Contacts various offices to request information as needed.
• Opens and monitors positions in PeopleSoftupdates time supervisor assigns required trainings and runs reports as needed.
• May conduct some training of office personnel.
• Secures computer access.
• Works with Human Resources Department on various issues.
• Performs administrative duties including but not limited to ordering and tracking supplies making travel arrangements reimbursements keeping a calendar setting up meetings and appointments and assisting with various awards and award committees.
• Solves departmental problems as they arise.
• Assists with the development implementation and interpretation of policies and procedures ensuring compliance with federal state and university policies and regulations.
• Coordinates special events to include but not limited to ordering catering mailing invitations setting up PA system assisting speakers and reserving rooms.
• Ensures work is completed in a timely manner.
• Oversees records maintenance (inventory personnel office files etc)
• Provides Faculty support with purchases travel and faculty liaison policies and procedures faculty awards funding requests reimbursement requests.
• Performs various duties as needed to successfully fulfill the function of the position.