Administrative Support Coordinator for the ADRC and Testing Center at University of Oklahoma in Norman, Oklahoma

Job Description:

The Administrative Coordinator position's primary job function is to coordinate, manage, and perform administrative support functions for the ADRC and Testing Center departments.

• Oversees and provides professional administrative support, financial management, and budget planning for the department.


• Processes new hire and termination paperwork. Maintains personnel files and updates the incoming and outgoing employee information.


• Oversees records maintenance, to include but not limited to inventory, personnel, and office files.


• Submits all paper PAF, EPAF, EDR, travel, and PET’s. Update time supervisor approver in PeopleSoft, assign required trainings, and run reports


• Manages approval process for payroll, leave accounting, and reporting, and other financial matters.


• Assists with developing, implementing, and interpreting policies and procedures, ensuring compliance with Federal, State and University policies and regulations.


• Assists with coordination and planning of program hosted events and programs and logistics. Negotiates with contractors and vendors.


• Selects, supervises, trains and evaluates performance of assigned staff.


• Coordinates and executes department events.


• May maintain budget and grant administration, account reconciliation, P-card management, and OU Foundation funds.


• Performs account reconciliation to balance financial statement transactions to source documents and forecast cash flow and account balance.


• May prepare and reconcile Grant and Foundation reports and verify cash balance in accounts.


• Provides support with purchases, travel, policies and procedures, awards, funding requests, and reimbursement requests.


• Performs various duties as needed to successfully fulfill the function of the position.

Required Education and Experience: Bachelor's degree, AND: 

• 36 months experience in an administrative role

Equivalency/Substitution: Will accept 48 months experience in lieu of the BS Degree for a total of 72 months related experience.

Skills:

• 
  Working knowledge of office procedures.
  
  


• 
  Working knowledge of accounting processes.
  
  


• 
  Ability to use a computer and calculator.
  
  


• 
  Knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
  
  


• 
  Excellent interpersonal skills.
  
  


• 
  Ability to work as a team member.
  
  


• 
  Ability to complete tasks in an efficient and timely manner.
  
  


• 
  Must be detail oriented.
  
  


• 
  Ability to multitask, be organized, and self-motivated.
  
  


• 
  Ability to communicate verbally and in writing.
  
  


• 
  Basic math skills.
  
  

Certifications: None 

Advertised Physical Requirements:

• Sit for prolonged periods. 


• Use of a computer.


• Manual dexterity.


• Communicate effectively.


• Engage in repetitive motion


• Standard Office Environment

Supervision: None

Departmental Preferences/ Departmental Specific Duties:

•       Manage the calendar and scheduling of appointments for the Executive Director of the ADRC


•       Manage appointments for the Testing Center


•       Provide administrative support to the ADRC and Testing Centers


•       Helps to administer and proctor tests when necessary and shares the responsibility of maintaining the day-to-day operations of the testing center & ADRC Front Desk (a shared space.)


•       Shared responsibility for printing tests, scanning paper exams once completed, and sending exams back to departments.


•       Answering phone and routing to the appropriate person.


•       Cleaning the testing center spaces at the end of the day.


•       Open and close the testing center daily, including turning on all computers.


•       Data processing, reporting, spreadsheets


•       Manages day-to-day administrative support for the departments.


•       Maintains P-Card (university credit card) account for the ADRC, and equipment codes.


•       Prepares reports as requested, summarizing information, presenting recommendations, and stating conclusions.


•       Manages ordering of supplies and maintains inventory records of supplies and equipment.


•       Coordinates and schedules activities such as travel arrangements and meetings.


•       Demonstrates an attitude that promotes a positive educational environment.


•       Always demonstrates punctuality.


•       Takes responsibility for the quality of own work.


•       Serves as a liaison with other offices on and off campus.


•       Completes special projects and other duties as assigned.

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.

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