Financial & Office Administrator

Position: *Financial & Office Administrator

Job Number

252572

Organization

Geography & Environmental Sustainability

Schedule

Full-time

Work Schedule:

8 AM – 5 PM, Monday – Friday

Work Type:
Onsite

Salary Range

Targeted salary: $50,000 annually, based on experience

Benefits

Yes

Required Attachments

Resume, Cover Letter

Job Description Responsibilities Financial Management & Reporting

• Oversee all financial accounts, including budgeting, monitoring expenditures, and reconciling monthly reports.
• Prepare financial reports; analyze procedures and recommend improvements.
• Manage the department's budget at large and various funding sources, including faculty funds.
• Support the department chair in making budgetary decisions and commitments.
• Coordinate with SBSC to ensure accurate payment processing, invoice coding, and fund usage.
• Manage purchasing processes, including PCard approvals, deposits, reimbursements, and travel support.

HR, Payroll & Personnel Coordination

• Process and approve payroll documents such as PAFs, EPAFs, EDRs, travel, and related documentation.
• Support hiring processes, including faculty searches, onboarding, securing system access, and liaising with HR.
• Assist with training, delegating tasks, and ensuring adherence to university policies and procedures.
• Provide administrative support for faculty evaluations, tenure and promotion, post-tenure review, and sabbatical applications.

Administrative Operations & Office Management

• Manage calendars, meetings, and scheduling for the Chair and Associate Chair.
• Oversee office operations, including supply inventory, records maintenance, and general administrative support.
• Serve as the primary contact for facility and space issues, coordinating maintenance and repairs.
• Ensure compliance with university, state, and federal policies through implementation and interpretation of departmental procedures.
• Handle general problem-solving and support various departmental projects requiring independent judgment.

Faculty & Program Support

• Provide faculty support related to travel, purchasing, reimbursements, awards, and funding requests.
• Coordinate department events, including catering, room reservations, invitations, speaker assistance, and equipment setup.
• Support the creation of internal communications or publications and assist with outreach or public relations tasks as needed.

Supervision (as applicable)

• May supervise full‑time staff and/or students, assisting with hiring, training, task assignments, and performance support.
• Ensure work is completed accurately, effectively, and on schedule.

Other Duties

• Perform additional responsibilities as needed to support the mission and operations of the department.

Job Requirements Education

• Bachelor's degree, AND 3 years of experience in office management, administrative coordination, or related roles.

Equivalency/Substitution

Experience or a combination of education and related experience can be considered in lieu of a degree. A one‑to‑one ratio is used to determine the number of years of experience required in place of a degree.

Skills

• Working knowledge of office procedures and general fund management.
• Familiarity with budget management, procurement processes, and financial reporting.
• Proficient in Microsoft Office Suite (Outlook, Excel, and Word).
• Excellent interpersonal skills.
• Ability to build and maintain productive working relationships.
• Ability to complete tasks efficiently and in a timely manner.
• Ability to multitask and be self‑motivated.
• Strong verbal and written communication skills.
• 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.

Physical Requirements

• Sit for prolonged periods.
• Communicate effectively and listen.
• Ability to engage in repetitive motion.
• Standard office environment.

Supervision

1–5 staff and student employees

Special Instructions

If selected as a final candidate, you will be subject to the University of Oklahoma Norman Campus Tuberculosis Testing policy. For details, visit TB-Testing Policy.

Equal Employment Opportunity Statement

The University, 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, marital status, genetic information, gender identity/expression, age (40 or older), 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, housing, financial aid, and educational services.

Required

Attachments

Documents required for this position are listed under the “Required Attachments” section of this job listing. Please upload and attach your Resume and Cover Letter in the application process.

Important

ALL required documents must be attached to your job application or your documents will not be visible to the hiring department.

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