Admin Financial Coordinator

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 self-motivated
• 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

Departmental Preferences:

• 48 months in Accounting Finance or Business Office

Working Conditions:

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

Why You Belong at the University of Oklahoma: The University of Oklahoma values our communitys unique talents perspectives and experiences. At OU we aspire to harness our innovation creativity and collaboration for the advancement of people everywhere. You Belong Here!

Equal Employment Opportunity Statement: The University in compliance with all applicable federal and state laws and regulations does not discriminate on the basis of race color national origin sex sexual orientation marital status genetic information gender identity/expression (consistent with applicable law) age (40 or older) 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 housing financial aid and educational services.

Provides administrative and financial assistance to a department or college by performing accounting financial analysis payroll project coordination personnel and administrative coordination and event planning.

Duties:

• 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 a 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 paychecks as needed.
• Coordinates and carries out projects or assignments requiring initiative independent action and specialized knowledge or expertise.
• This may include producing in-house 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 PeopleSoft updates time supervisor assigns required training and runs reports as needed.
• May conduct some training of office personnel.
• Secures computer access.
• Works with the 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 including but not limited to ordering catering mailing invitations setting up PA system assisting speakers and reserving rooms.
• May supervise staff with hiring training evaluating and delegating tasks to employees.
• 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 and reimbursement requests.
• Processing daily timesheets from each shop/area in the department check work order numbers and hours constant communication with employees printing reports requesting signatures requesting changes in the department Famis system
• PS forms creating job requisitions in Taleo responding to questions from employees onboarding new employees evaluations maintaining personnel files terminations and retirement.
• Verifying employees time on a daily basis creating adjustments printing reports printing uncompleted timesheets for signature working with supervisors on approving bi-weekly payroll additional pays
• Help employees needing information on anything they request that is not HR related
• Runs PeopleSoft queries for cash activity and payroll for areas in Facilities Management. Assists in preparing annual budgets
• Answering questions from supervisors any one-time requests from supervisors one-time projects working with supervisors for on-call written procedures
• Answering multi-line phone for maintenance requests.
• Performs various duties as needed to successfully fulfill the function of the position