Admin Support Coordinator (Temporary)

University of Oklahoma; Tulsa (OK); On-site; USD 40,000 - 55,000; Full time

Job summary

University of Oklahoma is seeking an experienced administrator to oversee professional administrative support, financial management and budget planning for the department.

You will process payroll-related documents, maintain personnel files, and manage records across inventory, office files, and travel paperwork. The role includes staff supervision, event coordination, vendor negotiations, and ensuring adherence to federal, state, and university policies.

Qualifications

• 12 months office, clerical or administrative experience.
• High School Diploma or GED.

Responsibilities

• Oversees administrative support, financial management and budget planning for the department.
• Processes new hire and termination paperwork; maintains personnel files and updates employee information.
• Oversees records maintenance including inventory, personnel, and office files.
• Submits paper PAF, EPAF, EDR, travel, and PETs.
• Updates time supervisor approver in PeopleSoft; assigns trainings and runs reports.
• Manages payroll approval, leave accounting/reporting and related financial matters.
• Assists with policy/procedure implementation and regulatory compliance.
• Coordinates and plans department events and logistics; negotiates with contractors and vendors.
• Selects, trains and evaluates assigned staff; ensures smooth department operations.
• May maintain budget/grant administration and account reconciliation.

Skills

Financial management

Budget planning

Staff supervision

Policy interpretation

Event coordination

Vendor negotiation

Records management

Payroll approvals

Education

High School Diploma or GED

Tools

PeopleSoft

Job description

Pay Range: Commensurate based on education and experience

Benefits Eligible: No

Work Schedule: Other

Travel: Not required

Position Introduction

Oversees and provides professional administrative support, financial management and budget planning for the department.

• Processes new hire and termination paperwork. Maintains personnel files and updates the incoming and outgoing employee information.
• Oversees records maintenance, to include but not limited to inventory, personnel, and office files.
• Submits all paper PAF, EPAF, EDR, travel, and PET's.
• Update time supervisor approver in PeopleSoft, assign required trainings, and run reports.
• Manages approval process for payroll, leave accounting/reporting, and other financial matters
• Assists with developing, implementing, and interpreting policies and procedures, ensuring compliance with Federal, State and University policies and regulations.
• Assists with coordination and planning of program hosted events and programs/logistics.
• Negotiates with contractors and vendors.
• Selects, supervises, trains and evaluates performance of assigned staff.
• Coordinates and executes department events.
• May maintain budget and grant administration, account reconciliation, Pcard management, and OU Foundation funds.
• Performs account reconciliation to balance financial statement transactions to source documents and forecast cash flow and account balance.
• May prepare and reconcile Grant / Foundation reports and verify cash balance in accounts.
• Provides support with purchases, travel, policies and procedures, awards, funding requests, and reimbursement requests.
• Performs various duties as needed to successfully fulfill the function of the position.

Required Education And Experience

• 12 months office, clerical or administrative experience.
• High School Diploma or GED.

Hiring Contingent Upon a Background Check: Yes