*Administrative/Finance Coordinator

University of Oklahoma in; Oklahoma City (OK); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking an Administrative/Finance Coordinator to join its dynamic team. This role involves providing essential financial and administrative support within a prestigious academic health center. You will manage departmental accounts, reconcile financial reports, and coordinate various projects, ensuring compliance with policies and procedures. This position offers a unique opportunity to contribute to a leading institution's mission while fostering an inclusive culture that values respect and collaboration. If you are detail-oriented, organized, and possess strong interpersonal skills, this is the perfect opportunity for you to thrive and make a difference in the academic community.

Qualifications

• Bachelor's degree in Accounting, Finance, or Business Management required.
• Experience in accounting processes and office procedures is essential.

Responsibilities

• Manage departmental accounts and reconcile monthly financial reports.
• Coordinate projects and assist with hiring and training of staff.
• Perform administrative duties including budgeting and event planning.

Skills

Office Procedures

Accounting Processes

Microsoft Office Suite

Interpersonal Skills

Teamwork

Multitasking

Communication Skills

Advanced Computer Skills

Detail Oriented

Organizational Skills

Education

Bachelor's Degree in Accounting

Bachelor's Degree in Finance

Bachelor's Degree in Business Management

48 months related experience

Tools

PeopleSoft

Job description

Administrative/Finance Coordinator (Project Management)

Come join the staff at OU HSC and become a part of Oklahoma's premier research university which leads the state in education and career opportunities. OU HSC is one of only four comprehensive academic health centers in the nation with seven professional colleges. We are currently building world-class institutes for the treatment of diabetes and cancer.

We are looking for an Administrative/Finance Coordinator. This position 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
13. Picks up pay checks as needed
14. Coordinates and carries out projects or assignments requiring initiative, independent action and specialized knowledge or expertise
15. May include producing in-house publications, performing public relations functions, and monitoring staff to ensure guidelines and procedures are followed
16. Handles personnel issues
17. Completes new employee paperwork and ensures accuracy
18. Contacts various offices to request information as needed
19. Opens and monitors positions in PeopleSoft, updates time supervisor, assigns required trainings, and runs reports as needed
20. May conduct some training of office personnel
21. Secures computer access
22. Works with Human Resources Department on various issues
23. 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
24. Solves departmental problems as they arise
25. Assists with the development, implementation, and interpretation of policies and procedures, ensuring compliance with federal, state and university policies and regulations
26. Coordinates special events, including but not limited to ordering catering, mailing invitations, setting up PA system, assisting speakers, and reserving rooms
27. May supervise staff employees
28. Assists with hiring, training, evaluating and delegating tasks to employees
29. Ensures work is completed in a timely manner
30. Oversees records maintenance (inventory, personnel, office files, etc.)
31. Provides Faculty support with purchases, travel and faculty liaison, policies and procedures, faculty awards, funding requests, reimbursement requests
32. Performs various duties as needed to successfully fulfill the function of the position

Required education: Bachelor's Degree in Accounting, Finance, Business Management, or a related field.

Equivalent/Substitution: Will accept 48 months related experience in lieu of the Bachelor's degree.

Skills:

1. Working knowledge of office procedures
2. Working knowledge of accounting processes
3. Knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
4. Excellent interpersonal skills
5. Ability to work as a team member
6. Ability to complete tasks in an efficient and timely manner
7. Ability to multitask and self-motivated
8. Ability to communicate verbally and in writing
9. Advanced computer skills with wide knowledge of business software
10. Detail oriented for accuracy of data and information
11. Highly organized and able to handle multiple projects and deadlines

Working Conditions:

1. Physical:
   • Sit for prolonged periods.
   • Communicate effectively and listen.
   • Ability to engage in repetitive motion.
2. Environmental:
   • Standard office environment.

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.