Administrative Manager at University of Oklahoma in Norman, Oklahoma

Job Description:

Reporting to the Associate Provost, the Administrative Manager provides support to the Associate Provost and oversees the Academic Success Center's operations including but not limited to human resources, payroll, budgeting and financial planning and general office management. Serves as the liaison to other central offices on campus including but not limited to the Provost Office, Budget Office, Shared Business Services Center, Human Resources, etc.

Duties:

• Responsible for the overall operation, administration, and performance of the Academic Success Center (ASC), to include but not limited to full responsibility for accounting duties, financial analysis, payroll coordination, budget and report preparation, and policy development.


• Anticipates staffing needs by analyzing workflow and strengths of employees.


• Prepares regular financial reports


• Develops departmental policy by analyzing current procedures, work issues, and current events.


• Maintains policy and procedure manuals and documents process.


• Plans and coordinates special activities and projects, which includes representing ASC at various meetings.


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


• Provides leadership for the administrative, financial, and operational functions of ASC


• Prepares and manages annual budgets and monitors against actual performance, including reporting to Associate Provost and other constituents within the unit.


• Oversees and approves department financial commitments and expenditures and review and sign Monthly Org Certifications (MOC)


• Liaises with the Shared Business Service Center (SBSC) to process payroll, accounts payable, accounts receivable, and financial reconciliations for all unit accounts and funds.


• Oversees website


• Advises departments on financial, personnel, and other administrative matters


• Works closely and provides financial, personnel/HR guidance to ASC directors to ensure university policies and procedures are followed


• Coordinates all facility matters, including capital projects, facilities requests, building work orders, and fire/safety building reports


• Supervises, supports personnel-related activities involved with hiring, promotion, termination, performance issues, position changes and compensation.


• Orients new staff and instructors to Academic Success Center policies and procedures.


• Assists new staff and instructors in obtaining office space, equipment, orientation, and other pertinent resources.


• Maintains Clery Compliance, BOLD Strategy, and other unit compliance reports for the unit


• Records/distributes meeting minutes for various meetings and initiatives


• Attending HR and Financial committee meetings across campus


• Oversee record maintenance (security, disposal, organizing) as deemed appropriate


• Other job duties as assigned

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

•  24 months experience as a manager in an Accounting, Finance, or Business Office

Equivalence/Substitution: Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 72 months 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 students, faculty and staff


• Ability to produce reports


•  Ability to multitask and meet deadlines in a timely manner

Certifications:

• None

Advertised Physical Requirements:

• Sit for prolonged periods.  


• Communicate effectively.  


• Engage in repetitive motion.  


• Use of computer, calculator, and telephone. 


• Standard office environment.

Departmental Preferences:

• Minimum of 5 years' experience in office management, administrative and financial support, higher education, and/or related field

Supervision: 

• Student Group

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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