Assistant to the General Manager/Accounting Coordinator

Oral Roberts University; Tulsa (OK); On-site; USD 38,000 - 52,000; Full time

Job summary

Oral Roberts University is seeking an Assistant to the General Manager/Accounting Coordinator for Mabee Center in Tulsa. The role combines secretarial support with accounting responsibilities, including payroll processing, contract administration, and budget tracking.

The position requires three years of office experience, proficiency in MS Word/Excel, and knowledge of accounting and FERPA compliance. The candidate will supervise student workers and handle confidential information in a dynamic

Qualifications

• Requires a High School diploma or GED; some college coursework preferred.
• Three (3) years of secretarial or general office experience.
• Proficiency with MS Word and Excel; knowledge of accounting/payroll principles.

Responsibilities

• Answer the General Manager's telephone calls, screen messages and return calls as required.
• Prepare contracts to lease Mabee Center and other campus facilities; manage files and deposits.
• Process payroll for event employees; maintain contractor and temporary employee lists; process vendor payments.
• Maintain the Petty Cash Fund and arrange deposits to student accounts; reimburse as needed.
• Open and distribute mail for Mabee Center Business Office; type correspondence; oversee requisitions and data processing.
• Train student workers for Guest Relations Desk coverage and assist in interviewing applicants.
• Prepare Profit/Loss statements for events; produce annual tax and risk management reports.
• Gather data for overtime, research artists, arrange travel, manage budget-related requisitions; maintain contact lists.
• Order supplies for Operations and Ticket Office; assist Mabee Center GM as assigned.
• Input annual budgets for Mabee Center entities; track and adjust budgets as needed.
• Catalog lost-and-found items; complete Trained Crowd Manager training.

Skills

Secretarial experience

MS Word & Excel

Accounting/payroll basics

EMS systems

Detail oriented

Leadership skills

Confidentiality

FERPA compliance

Education

High School diploma or GED

College coursework preferred

Tools

MS Word

Excel

Job description

Assistant to the General Manager/Accounting Coordinator

Oral Roberts University is a non-profit organization whose staff and faculty actually make a difference in the lives of its students. We pride ourselves on our culture and the values we uphold. Our team is passionate about what we do, and we want you to make us even better!

JOB DESCRIPTION
- FULL TIME

Responsible for the efficient operation and management of the Mabee Center Business Office and assists the General Manager in performing administrative and office support functions. Responsible for coordinating Mabee Center event payroll and accounting activities to ensure accurate and efficient business operations and processes.

RESPONSIBILITIES

• Answer telephone for the General Manager, screen calls, take messages, return calls as required.
• With information provided by the General Manager, prepare contracts to lease the Mabee Center and other campus facilities. Set up files for each event, follow up to assure that contracts and deposits are returned, insurance is received, invoices are issued, and final payments are received within the specified time limit.
• Process all payroll to pay event employees. Completing all forms (I-9, W-4, background check, etc.) and submitting to Human Resources. Maintain a current list of independent contractors and process their payroll through accounts payable. Process payment for vendors. Maintain a current list of temporary employees who have completed their paperwork and passed the background check.
• Maintain the Petty Cash Fund for use by Mabee Center Operations and Conference and Event Services. Disburse petty cash as approved by the Mabee Center Building Manager or Conference and Event Services, request reimbursement to petty cash funds from the University Finance department. Arranges for deposits to be taken to student accounts in a timely and secure manner.
• Open mail for General Manager, organizing according to priority. Open and distribute mail addressed to "Mabee Center Business Office". Type correspondence for General Manager. Oversee the processing of requisitions, reports, forms, and other data for Mabee Center personnel.
• Train student workers who provide coverage of Guest Relations Desk during events and oversee scheduling of student workers. Participate with the Building Manager in interviewing applicants for various positions at the Mabee Center.
• Collect necessary data on all Mabee Center events and create Profit/Loss Statements for each event. Create an annual report for tax accounting. Create an annual report for risk management to be used to help determine necessary insurance coverage for the Mabee Center.
• Collect information for weekly overtime requests, research artists on the internet and in trade publications, make travel reservations, prepare Banner requisitions, maintain office machines, maintain and distribute a list of extensions, cell phone numbers, home phone numbers, and office numbers of all Mabee Center personnel and frequently called University personnel.
• Order supplies needed for Operations and Ticket Office. Perform duties as assigned by the Mabee Center General Manager.
• Input figures into annual budgets for Mabee Center, Baby Mabee, Mabee Center Ticket Office, and Mabee Center Events based on past years' usage and anticipated usage. Track budget amounts during the year, do budget adjustments as needed.
• Catalog and store items lost or found at Mabee Center events.
• Complete Trained Crowd Manager training in order to a Trained Crowd Manager who can assist in safely handling need of Mabee Center patrons during possible emergency situations.

REQUIREMENTS

Knowledge & Experience

• Requires a High School diploma or GED. Prefer some college coursework or a degree

Skills & Abilities

• Requires three (3) years secretarial or general office experience.
• Must have computer experience to include MS Word and Excel, and knowledge of accounting/payroll principles and general office machines.
• Must be able to learn and effectively use Organizational Chart, Calendar Creator, and Event Management System (EMS) systems.
• Must be detail oriented, work well under stress, and able to meet deadlines.
• Must have leadership skills and the ability to respond well to a variety of situations.
• Good reading, mathematical, oral, written, interpersonal, multitasking, organizational skills a must.
• Must maintain a high level of confidentiality of information.
• Maintains compliance with the Family Educational Rights and Privacy Act (FERPA) policy and its’ procedures.

Oral Roberts University promotes equal employment opportunities for all individuals regardless of differences in race, color, religion, sex, national origin, age, disability, or veteran status.