Administrative Financial Coordinator

The University of Oklahoma•Norman, OK

11d

About The Position

Provides advanced administrative and financial coordination in support of the Department of Anthropology, including the Department Chair, faculty, staff, and students. Primary responsibilities focus on departmental administration, faculty support, chair support, and daily office operations. Also coordinates departmental financial and payroll activities in collaboration with the Department Chair, along with the College Dean’s Office and Shared Business Services Center. Ensures compliance with university policies while supporting the department's operational and administrative needs. Essential Duties & Responsibilities:

Requirements

Bachelor's degree in Accounting, Finance, Business, Management, or related field.
Will accept 48 months of related experience in lieu of the Bachelor's degree.
Knowledge of university administrative, financial, and payroll procedures.
Ability to interpret and apply university policies and guidelines.
Strong organizational and documentation management skills.
Proficiency in Microsoft Office applications (Excel, Word, Outlook).
Ability to manage multiple deadlines and prioritize competing tasks.
Strong written and verbal communication skills.
Ability to maintain confidentiality of financial and personnel records.

Nice To Haves

OU Financial and PeopleSoft Experience
Higher Education Experience

Responsibilities

Department Administration & Faculty Support – 45%
Maintain faculty status records, teaching loads, renewals, and official personnel files.
Coordinate faculty leave, sabbatical documentation, and related administrative forms.
Submit One Time Instruction (OTIS) requests for fall, spring, and summer terms.
Prepare course buyout and course release documentation.
Coordinate faculty progression processes, including Progress to Tenure and post-tenure review files.
Support faculty searches, including ByCommittee submissions, advertisement coordination, candidate travel arrangements, and campus visit logistics.
Coordinate faculty and committee meetings, including preparation of materials and maintaining confidential documentation.
Plan and coordinate departmental events and guest speaker visits.
Coordinate the annual student awards luncheon, including invitations, certificates, and programs.
Maintain and update department website content.
Manage departmental files and maintain Laserfiche inventory records.
Serve as a primary point of contact for administrative inquiries from faculty, staff, and students.
Department Chair Support – 15%
Provide direct administrative support to the Department Chair.
Manage Chair’s calendar and scheduling.
Coordinate travel arrangements, Concur requests, and expense reports.
Schedule departmental meetings on behalf of the Chair.
Prepare faculty meeting agendas and record minutes.
Prepare and mail donor thank-you letters.
Develop and manage Qualtrics surveys.
Assist with the preparation of the annual departmental newsletter and other communications.
Office Operations & Space Coordination – 15%
Manage daily operations of the main department office.
Coordinate departmental space management, including office assignments and room utilization.
Order and maintain office supplies.
Coordinate and communicate department safety plan and emergency response procedures.
Assist with the distribution of departmental campus mail.
Attend monthly college administrative meetings as department representative.
Assist with reception responsibilities, greeting visitors, students, and guests.
Financial & Payroll Coordination – 25%
Manage preparation and monitoring of departmental budgets, including EDGEN, Endowed, and foundation accounts.
Monitor, track, and reconcile departmental fund expenditures.
Monitor faculty research expenditures and maintain documentation.
Collect and analyze financial data and prepare expenditure and financial reports.
Coordinate and verify foundation fund expenditures in accordance with university policy.
Coordinate and verify ePAFs for OTIS, staff, and student employees at the departmental level.
Coordinate and verify supplemental pay and special pay transactions before submission.
Review payroll entries and prepare payroll verification reports.
Coordinate Independent Contractor setup documentation and payment requests.
Initiate and verify funding distribution changes.
Prepare and coordinate payroll cost transfer documentation.
Serve as liaison with the College Dean’s Office, Shared Business Services Center, and other campus offices regarding financial and travel activity.
Coordinate financial matters with the LMAMR Laboratory Manager.