Admin and Finance Coordinator

2 days ago

Norman, United States The University of Oklahoma Full time

The Admin and Finance Coordinator would provide necessary support with finances, personnel, and office support to faculty, staff, and students. Support from this position would focus on grant, center, contract, MOU, SRI, and residual funding support as well as handling all things GRA/student worker related and providing calendar support to the Associate Director of Social Work. 

  • 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, including but not limited to hiring, onboarding, annual evaluations and all the corresponding paperwork.  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, 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.  
  • Performs various duties as needed to successfully fulfill the function of the position.
  • 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.  
  • Assist with faculty tenure, promotion and annual evaluation.     
  • Performs various duties as needed to successfully fulfill the function of the position.

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