Admin Financial Coordinator

Admin Financial Coordinator Job Number

260278

Site Support

Full-time – Monday to Friday, 8AM – 5PM. Onsite.

Salary Range:
Targeted Salary of $50,300 depending upon experience

Benefits Provided:
Yes

Required Attachments:
Resume, Cover Letter

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.

• Manages all departmental accounts.
• Reconciles monthly financial reports to clear outstanding expenses, payroll, budget revisions, and transfers.
• Creates cost spending certification reports.
• Monitors and ensures money is spent correctly.
• Sets up new vendors and ensures invoices are on the correct accounts.
• Makes cash deposits into special accounts.
• Maintains budget and grant administration, Pcard management, and OU Foundation funds.
• Analyzes departmental financial procedures.
• Makes recommendations for change and develops a strategy for change.
• Acts as the payroll coordinator for the department or provides oversight.
• Collects time sheets, enters into People Soft, tracks leave, completes ETRs, and special pays.
• Submits all paper PAF, EPAF, EDR, travel, and PET's. Picks up paychecks as needed.
• Coordinates and carries out projects or assignments requiring initiative, independent action, and specialized knowledge or expertise.
• This may include producing in-house publications, performing public relations functions, and monitoring staff to ensure guidelines and procedures are followed.
• Handles personnel issues.
• Completes new employee paperwork and ensures accuracy.
• Contacts various offices to request information as needed.
• Opens and monitors positions in People Soft, updates time supervisor, assigns required training, and runs reports as needed.
• May conduct some training of office personnel.
• Secures computer access.
• Works with the Human Resources Department on various issues.
• 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.
• Solves departmental problems as they arise.
• Assists with the development, implementation, and interpretation of policies and procedures, ensuring compliance with federal, state, and university policies and regulations.
• Coordinates special events, including but not limited to ordering catering, mailing invitations, setting up PA system, assisting speakers, and reserving rooms.
• May supervise staff employees. Assists with hiring, training, evaluating, and delegating tasks to employees.
• Ensures work is completed in a timely manner.
• Oversees records maintenance (inventory, personnel, office files, etc)
• Provides Faculty support with purchases, travel and faculty liaison, policies and procedures, faculty awards, funding requests, and reimbursement requests.
• Processing daily timesheets from each shop/area in the department, check work order numbers and hours, constant communication with employees, printing reports, requesting signatures requesting changes in the department Famis system
• PS forms, creating job requisitions in Taleo, responding to questions from employees, onboarding new employees, evaluations, maintaining personnel files, terminations, and retirement.
• Verifying employees' time on a daily basis, creating adjustments, printing reports, printing uncompleted timesheets for signature, working with supervisors on approving bi-weekly payroll, additional pays
• Help employees needing information on anything they request that is not HR related
• Runs People Soft queries for cash, activity, and payroll for areas in Facilities Management. Assists in preparing annual budgets
• Answering questions from supervisors, any one-time requests from supervisors, one-time projects, working with supervisors for on-call written procedures
• Answering multi-line phone for maintenance requests.
• Performs various duties as needed to successfully fulfill the function of the position

Required

Education:

Bachelor's degree in Accounting, Finance,…