Administrative/Financial Coordinator (Project Management)

The Dodge Family College of Arts and Sciences,  Department of Political Science is seeking an Administrative/Financial Coordinator to provide professional administrative and financial assistance for the faculty, staff and students by performing accounting, financial analysis, payroll, project coordination, personnel and administrative coordination, and event planning. 

Essential Responsibilities: 

• 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, Endowment 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 PeopleSoft, tracks leave, completes ETR's, and special pays.  Submits all paper PAF, EPAF, EDR, travel, and PET's.
• Coordinate faculty progression processes, annual reviews, new faculty searches, faculty status, teaching loads, renewals and records   
• Classroom scheduling management.
• 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.
• 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.
• Maintain confidential records
• May conduct some training of office personnel.  Secures computer access.  
• 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.
•  Oversees records maintenance (inventory, personnel, office files, etc)
• Serve as the departmental liaison with the College Dean's Office, Shared Business Services, and other departments across campus, as well as the community
• Performs various duties as needed to successfully fulfill the function of the position

Required Education: Bachelor's 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
• Proficient in Microsoft Office
• Excellent oral and written communication
• Excellent interpersonal skills
• Ability to work as a team member
• Ability to complete tasks in an efficient and timely manner
• Strong Excel skills including the ability to build and manipulate spreadsheets
• Highly organized and able to handle multiple projects and deadlines·
• Detail oriented for accuracy of data and information·
• Advanced computer skills with wide knowledge of business software

Certifications:

• None

Advertised Physical/Environmental Requirements:

• Standard office environment with extensive computer use.
• Ability to engage in repetitive motion

Departmental Preferences:

• Experience in Payroll, Finance or Administrative Support 
• OU or higher education experience
• Supervisory experience
• Ability and desire to perform a number of different types of tasks throughout a given day, ranging from handling of urgent requests to long-term planning and office administration
• Excellent office management skills
• Critical thinking skills, including an aptitude to research, collect, and analyze data and prepare reports or responses to inquires
• Welcoming and caring demeanor when interfacing with students, alumni, and other staff and faculty colleagues on campus
• Ability to learn new systems and processes
• Willingness to work closely with supervisor, Dean's Office, and other departments across campus to manage work and solve problems
• Experience and interest in event coordination

Supervision: none

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.  To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

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