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 day-to-day 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 inter-departmental 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 fulfill the function of the position and to meet department's 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 ETR's, and special pays.
• Submits all paper PAF, EPAF, EDR, travel, and PET's.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 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.
• 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.