Administrative/Financial Coordinator

The Dodge Family College of Arts and Sciences is seeking an Administrative/Financial Coordinator for the INPART (Institute for Natural Products Applications and Research Technologies) Director. This position will be responsible for the coordination and management of projects and activities involving academic institutions, research scientists, university students and researchers, and the public. The selected individual will work in a dynamic environment helping to design, implement, and deliver project plans; create program materials, assist with proposal preparation, plan and manage events and special projects; research information; collect and analyze data; prepare reports; liaison with multiple university offices; lead student teams; resolve problems; maintain research and financial records; manage budgets; participate in meetings and serve on committees; manage day-to-day operations. The position requires coordination with the Research Financial Services Office for grants management as well as the DFCAS Dean's Office for university accounts. This position will serve as a liaison to the Shared Business Services Center for coordination of financial, payroll, human resources, and travel activity, the College Dean's Office, the Office of the Vice President for Research, as well as other departments across campus.  Performs various duties as needed to successfully fulfill the function of the position.

Essential Responsibilities: 

• Coordinates, creates and manages all institute account budgets including university, program, grants and OU Foundation funds in coordination with director, faculty and serves as the Shared Business Services Center liaison for coordination of financial, payroll, human resources, and travel transactions
• Reconciles monthly financial reports to clear outstanding expenses, payroll, and transfers
• Acts as the payroll coordinator for the institute in coordination with SBSC
• Performs administrative duties including but not limited to ordering and tracking supplies, making travel arrangements, coordinating purchases, setting up meetings and appointments, and assisting with various committees
• Manages all activities related to projects within institute
• Maintain confidential records
• Managing multiple calendars 
• Assists with the development, implementation, and interpretation of university and department policies and procedures, ensuring compliance with federal, state and university policies and regulations
• Coordinates special events, to include but not limited to ordering catering, mailing invitations, coordinating a/v needs, assisting speakers, distinguished guest and reserving rooms
• Provides support with purchases, travel (international and domestic), policies and procedures, faculty awards, funding requests, reimbursement requests
• Serve as the center liaison with the College Dean's Office, Shared Business Services, internal and external stakeholders, and other departments across campus, as well as the community
• Performs various duties as needed to successfully fulfill the function of the position

NOTE:  The position is located in Norman.  Selected applicants may be eligible for hybrid remote work after completion of sufficient training and demonstration of ability to handle workload.  

Required Education: Bachelor's degree in Accounting, Finance, Business, Management, or related field 
Equivalency & Substitution: Will accept 48 months of related experience in lieu of the Bachelors degree

Skills:

• Proficient in Microsoft Office
• Excellent oral and written communication
• Strong Excel skills including the ability to build and manipulate spreadsheets
• Highly organized and able to handle multiple projects and deadlines·
• Detail oriented for accuracy of data and information·
• Advanced computer skills with wide knowledge of business software

Certifications:

• None

Advertised Physical Requirements:

• Standard office environment with extensive computer use. Must be able to pull, push, reach, grasp, feel, touch, communicate, hear and see including color, depth perception and clarity.

Departmental Preferences:

• Experience in Payroll, Finance or Administrative Support 
• OU or higher education experience
• Highly organized and able to manage multiple projects and deadlines
• Ability and desire to perform a number of different types of tasks throughout a given day, ranging from handling of urgent requests to long-term planning and office administration
• Excellent office management skills
• Critical thinking skills, including an aptitude to research, collect, and analyze data and prepare reports or responses to inquires
• Welcoming and caring demeanor when interfacing with students, alumni, and other staff and faculty colleagues on campus
• Ability to learn new systems and processes
• Willingness to work closely with supervisor, Dean's Office, and other departments across campus to manage work and solve problems
• Experience and interest in event coordination
• Experience in Google Suite and Zoom

Supervision: None

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.  To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

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.