Administrative and Finance Coordinator

Hiring contingent upon a background check.

About the role

The Administrative and Finance Coordinator provides support with finances, personnel, and office operations to faculty, staff, and students. This position focuses on grant, center, contract, MOU, SRI, and residual funding support, as well as handling GRA/student worker matters and providing calendar support to the Associate Director of Social Work.

Responsibilities

• Manages all departmental accounts, including reconciling monthly financial reports to clear outstanding expenses, payroll, budget revisions, and transfers.
• Creates cost spending certification reports and monitors spending to ensure accuracy.
• Sets up new vendors and ensures invoices are assigned to the correct accounts.
• Makes cash deposits into special accounts.
• Maintains budget and grant administration, Pcard management, and OU Foundation funds.
• Analyzes departmental financial procedures and recommends changes or strategies for improvement.
• Acts as the payroll coordinator for the department or provides oversight, including collecting time sheets, entering data into PeopleSoft, tracking leave, completing ETRs, and submitting PAF, EPAF, EDR, travel, and PET forms.
• Coordinates and carries out projects requiring initiative, independent action, and specialized knowledge, such as producing in-house publications and performing public relations functions.
• Handles personnel issues, including hiring, onboarding, annual evaluations, and corresponding paperwork.
• Opens and monitors positions in PeopleSoft, updates time supervisors, assigns required trainings, and runs reports.
• May conduct training for office personnel and secure computer access.
• Performs administrative duties, such as ordering supplies, managing calendars, setting up meetings, and assisting with awards and award committees.
• Assists with the development, implementation, and interpretation of policies and procedures to ensure compliance with federal, state, and university regulations.
• Oversees records maintenance, including inventory, personnel files, and office documentation.
• Provides faculty support with purchases, travel, funding requests, reimbursement requests, and faculty awards.
• Assists with faculty tenure, promotion, and annual evaluations.
• Performs other duties as needed to fulfill the position’s functions.

Requirements

• Bachelor’s degree in Accounting, Finance, Business, Management, or a related field.
• Equivalency: 48 months of related experience in lieu of a Bachelor’s degree.
• Preferred experience with department financial work, payroll, personnel actions, and faculty support in Social Work.
• Experience with PeopleSoft, preferably 24 months in financial management or accounting.

Pay

Targeted salary up to $23.65 per hour, depending on experience.

Benefits

Benefits eligible.

Schedule

Monday – Friday, 8:00 a.m. to 5:00 p.m. Travel may be required.