Administrative Coordinator

University of Oklahoma

Oklahoma, OK

ID: 7103882 (Ref.No. ta221665)
Posted: June 25, 2022
Application Deadline: Open Until Filled

Job Description

Job Description

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Come join the staff at OU HSC and become a part of Oklahoma's premier research university which leads the state in education and career opportunities. OU HSC is one of only four comprehensive academic health centers in the nation with seven professional colleges. We are currently building world-class institutes for the treatment of diabetes and cancer. We are looking for an Administrative Coordinator to join the team. The Administrative Coordinator provides administrative and financial assistance to a department 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 revision and transfers
  • Creates cost spending certficiation 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 timesheets, enters into Peoplesoft, tracks leave, completes ETR's and special pays
  • Submits ePAFs, 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
  • 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 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
  • May supervise staff employees
  • Assists 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, reimbursement requests
  • Performs various duties as needed to successfully fulfill the function of the position
 

Job Requirements

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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 processess; 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
  • Abilty 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

Working Conditions:

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

Department Preferences:

  •  Prior supervisory experience preferred

Supervision:

4 Lead Administrative Assistants, 1 Research Coordinator, 1 Resident Program Coordinator

 

 
Diversity Statement: The University of Oklahoma is committed to achieving a diverse, equitable, and inclusive university community by recognizing each person's unique contributions, background, and perspectives. The University of Oklahoma strives to cultivate a sense of belonging and emotional support for all, recognizing that fostering an inclusive environment for all is vital in the pursuit of academic and inclusive excellence in all aspects of our institutional mission. 
 
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 to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.