Academic Personnel Coordinator

Academic Personnel Coordinator

Job Number: 260448

Organization: Arts & Sciences Dean

Job Location: Oklahoma-Norman-Norman Campus

Schedule:

Work Schedule: Monday - Friday, 8:00 am - 5:00 pm

Work Type: Onsite

Salary Range: Targeted Salary: $29.03 hourly, based on experience

Benefits Provided: Yes

Required Attachments: Resume, Cover Letter

Job Description

The Academic Personnel Coordinator provides direct support to the Academic Personnel Manager and contributes to the management of academic personnel processes, payroll reconciliation, data tracking, and compliance activities. This role requires a high level of professionalism, discretion, and organizational skill, with frequent interaction across departments, faculty, and university offices.

Key Responsibilities:

Reconciliations, Audits, and Data Management:

• Compile and review monthly payroll reconciliation reports for all DFCAS orgs; escalate discrepancies to AFC and APPM.
• Co-manage faculty data entries in college databases.
• Assist with data analysis and projections for strategic planning.

Administrative Support:

• Organize and maintain faculty-related data (e.g., appointments, terminations, retirements, funding changes, sabbaticals, FMLA).
• Maintain faculty and departmental files in accordance with college standards.
• Manage departmental and APPM email inboxes; respond to routine inquiries.
• Support payroll-related processes, including overloads, extra compensation, and approvals.
• Coordinate meetings and logistics for faculty onboarding, training, and orientation.
• Assist with annual budgeting and merit cycle data collection.
• Share responsibility for team workflow and recurring deadlines.
• Support digital management of promotion, tenure, and sabbatical files.
• Participate in annual audits of faculty records and reporting databases.
• Maintain college contact lists for faculty positions.
• Coordinate with Operations on space allocations and IT onboarding/offboarding.
• Assist with college faculty awards and recognition processes.

Dean's Office Coordination:

• Collaborate with Dean's Office staff on faculty-related events and initiatives.
• Liaise with the DFCAS financial team as needed.

Job Requirements

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

• 36 months of related experience.

Equivalency/Substitution: Will accept 48 months of job-related experience in lieu of the Bachelor's degree for a total of 84 months of related experience.

Skills:

• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent communication and interpersonal skills.
• High proficiency in Excel; experience with Power BI preferred.
• Ability to work independently and maintain confidentiality.
• Familiarity with academic personnel policies and university systems is a plus.

Certifications: None

Working Conditions:

Physical:
+ Ability to engage in repetitive motion and communicate effectively.

Environmental:
+ Standard office environment.

Departmental Preferences:

• Some familiarity with Power BI and Cognos is preferred.
• Interest in data visualization tools and techniques is an advantage (i.e., Dashboards, Pivot Tables, etc.).

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.

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