*Administrative Finance Coordinator

University of Oklahoma; Oklahoma City (OK); Hybrid; USD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking an Administrative Finance Coordinator to provide senior administrative management for clinical trials. This role involves negotiating contracts, managing budgets, and providing financial assistance. You'll play a key role in ensuring compliance with policies while supporting faculty and staff. Join a collaborative environment that values respect, innovation, and excellence. If you're detail-oriented and have strong organizational skills, this position offers a chance to make a meaningful impact in a dynamic setting.

Qualifications

• Bachelor's degree in Accounting, Finance, Business, or Management required.
• 48 months of related experience in lieu of degree accepted.

Responsibilities

• Manage departmental accounts and reconcile financial reports.
• Coordinate payroll and administrative duties for the department.
• Ensure compliance with university policies and regulations.

Skills

Office procedures

Accounting processes

Microsoft Office Suite

Interpersonal skills

Teamwork

Time management

Multitasking

Communication skills

Computer skills

Detail-oriented

Organizational skills

Education

Bachelor's degree in Accounting

Bachelor's degree in Finance

Bachelor's degree in Business

Bachelor's degree in Management

48 months of related experience

Job description

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Job Description

Provides senior administrative management to the clinical trials program by negotiating contracts with sponsoring funding agencies. Provides administrative and financial assistance to a department or college by performing accounting, financial analysis, payroll, project coordination, personnel and administrative coordination, and event planning.

Duties

1. Manages all departmental accounts.
2. Reconciles monthly financial reports to clear outstanding expenses, payroll, budget revisions, and transfers.
3. Creates cost spending certification reports.
4. Monitors and ensures money is spent correctly.
5. Sets up new vendors and ensures invoices are on the correct accounts.
6. Makes cash deposits into special accounts.
7. Maintains budget and grant administration, Pcard management, and OU Foundation funds.
8. Analyzes departmental financial procedures.
9. Makes recommendations for change and develops strategy for change.
10. Acts as the payroll coordinator for the department or provides oversight.
11. Collects time sheets, enters into PeopleSoft, tracks leave, completes ETR's, and special pays.
12. Submits all paper PAF, EPAF, EDR, travel, and PET's. Picks up pay checks as needed.
13. Coordinates and carries out projects or assignments requiring initiative, independent action and specialized knowledge or expertise.
14. May include producing in-house publications, performing public relations functions, and monitoring staff to ensure guidelines and procedures are followed.
15. Handles personnel issues.
16. Completes new employee paperwork and ensures accuracy.
17. Contacts various offices to request information as needed.
18. Opens and monitors positions in PeopleSoft, updates time supervisor, assigns required trainings, and runs reports as needed.
19. May conduct some training of office personnel.
20. Secures computer access.
21. Works with Human Resources Department on various issues.
22. 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.
23. Solves departmental problems as they arise.
24. Assists with the development, implementation, and interpretation of policies and procedures, ensuring compliance with federal, state and university policies and regulations.
25. Coordinates special events, to include but not limited to ordering catering, mailing invitations, setting up PA system, assisting speakers, and reserving rooms.
26. May supervise staff employees.
27. Assists with hiring, training, evaluating and delegating tasks to employees.
28. Ensures work is completed in a timely manner.
29. Oversees records maintenance (inventory, personnel, office files, etc)
30. Provides Faculty support with purchases, travel and faculty liaison, policies and procedures, faculty awards, funding requests, reimbursement requests.
31. Performs various duties as needed to successfully fulfill the function of the position.

Job Requirements

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 Bachelor's degree.

Skills

• Working knowledge of office procedures
• Working knowledge of accounting processes
• 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
• Ability 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

Certifications

None

Working Conditions

• Physical:
• Sitting for long periods of time.
• Speaking and listening.
• Manual dexterity.
• Environmental:
• Office Environment

Departmental Preferences

• This position will be located on the OUHSC campus with flexible hybrid and/or remote options possible for experienced candidates.

Supervision

3-RN, 1 Project Manager, 1 Lead Contract/Grants Coord.

Equal Employment Opportunity Statement

The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or veteran status 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.

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.

Hiring contingent upon a Background Check?

Yes

Special Indications

None

Job Posting

Mar 4, 2025