Sr. Administrative Manager at University of Oklahoma in Oklahoma City, Oklahoma

Job Description:

Purpose of this position is to provide support to our Associate Deans in the College of Medicine Dean's office. Responsible for the overall operation, administration, and performance of a department or college on behalf of the Director, Chair, or other designated executive, to include but not limited to full responsibility for accounting duties, financial analysis, payroll coordination, budget and report preparation, and policy development. Prepares departmental budget. 

 Duties:

• Manages office staff and performs accounting duties, financial analysis, payroll coordination, budget and report preparation, and policy development.


• Manages all accounts for the department. Reconciles accounts monthly and creates cost spending certification reports. Monitors and ensures money is spent correctly. Sets up new vendors and ensures invoices are in the correct accounts. Makes cash deposits into special accounts.


• Analyzes departmental financial procedures. Makes recommendations for change and develops strategy for change.


• May act as the payroll coordinator for the department or assists the payroll coordinator by providing oversight. Reviews, edits, and approves employee timesheets, tracks leave, and special pays.   


• Supervises office staff. Responsible for hiring, firing, training, conducting performance appraisals, disciplining, delegating tasks, overseeing work, and staff development. Anticipates staffing needs by analyzing workflow and strengths of employees.


• Prepares monthly reports for balanced accounts, verification reports, and management reports. Routes to appropriate personnel.


• Develops departmental policy by analyzing current procedures, work issues, and current events. Maintains policy and procedure manuals and documents process.


• Serves as liaison to coordinate inter-and intra-departmental administrative functions.


• Manages schedules and calendars for the Assistant Deans and other senior staff.


• Coordinates meetings, including arranging locations, preparing agendas, and distributing minutes. Handles correspondence, including emails, phone calls, and letters.


• Maintain office supplies and equipment, ensuring everything is stocked and in working order. Organize and maintain filing systems, both electronic and physical. 


• Oversee office operations, including managing visitor access and handling general inquires.


• Help plan and organize academic and administrative events, such as faculty meetings, conferences, and graduation ceremonies. Coordinate logistics, including venue arrangements, catering, and technical support.


• Prepare and manage reports, presentations, and other documentation required by the Assistant Deans. 


• Assist with data collection an analysis for academic planning and decision-making.


• Ensure that office operations comply with institutional policies and procedures. Help with the implementation and monitoring of new policies or changes in procedures.


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

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

• 48 months experience as a manager in an Accounting, Finance or Business office.

Equivalency/Substitution: Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 96 months of related experience.

Skills:

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)     


• Detail oriented for accuracy of data and information        


• Highly organized and ability to handle multiple projects and deadlines        


• Ability to communicate well and build rapport with faculty and staff       


• Ability to produce reports        


• Ability to multitasks and meet deadlines in a timely manner

Advertised Physical Requirements:

• 
  Physical: Sit for prolonged periods. Communicate effectively and listen. Use of computer, calculator, and telephone. Engage in repetitive motion. 


• 
  Environmental: Standard office environment.  

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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