"Financial & Office Administrator"

Financial & Office Administrator

Company: University of Oklahoma

Job Location: Oklahoma-Norman-Norman Campus

Category: Business and Financial Services

Type: Full-Time

Job Number: 252572

Organization: Geography & Envir Sustainability

Schedule:

Work Schedule: 8 AM - 5 PM Monday - Friday

Work Type: Onsite

Salary Range: Targeted salary: $50,000 annually, based on experience

Benefits Provided: Yes

Required Attachments: Resume, Cover Letter

Job Description

The Financial and Office Administrator provides comprehensive administrative, financial, and operational support to the Department of Geography and Environmental Sustainability. This position serves as a key resource for faculty, staff, and students; manages essential business processes; and supports the effective functioning of the department.

Essential Duties & Responsibilities

Financial Management & Reporting

• Oversees all financial accounts, including budgeting, monitoring expenditures, and reconciling monthly reports.
• Prepares financial reports; analyzes financial procedures and recommends improvements.
• Responsible for managing the department's budget at large and various funding sources including faculty funds, etc.
• Supports the department chair in making budgetary decisions and commitments.
• Coordinates with SBSC to ensure accurate payment processing, invoice coding, and fund usage.
• Manages purchasing processes, including PCard approvals, deposits, reimbursements, and travel support.

HR, Payroll & Personnel Coordination

• Serves as departmental payroll coordinator, processing and approving PAFs, EPAFs, EDRs, travel, and related documentation.
• Supports hiring processes, including faculty searches, onboarding, securing system access, and liaising with HR.
• Assists with training, delegating tasks, and ensuring adherence to university policies and procedures.
• Provides administrative support for faculty evaluations, tenure and promotion, post-tenure review, and sabbatical applications.

Administrative Operations & Office Management

• Manages calendars, meetings, and scheduling for the Chair and Associate Chair.
• Oversees office operations including supply inventory, records maintenance, and general administrative support.
• Serves as the primary contact for facility and space issues, coordinating maintenance and repairs.
• Ensures compliance with university, state, and federal policies through implementation and interpretation of departmental procedures.
• Handles general problem-solving and supports various departmental projects requiring independent judgment.

Faculty & Program Support

• Provides faculty support related to travel, purchasing, reimbursements, awards, and funding requests.
• Coordinates department events including catering, room reservations, invitations, speaker assistance, and equipment setup.
• Supports the creation of internal communications or publications and assists with outreach or public relations tasks as needed.

Supervision (as applicable)

• May supervise full time staff and/or students, assisting with hiring, training, task assignments, and performance support.
• Ensures work is completed accurately, effectively, and on schedule.

Other Duties

• Performs additional responsibilities as needed to support the mission and operations of the department.

Job Requirements

Required Education: Bachelor's degree, AND:

• 3 years of experience in office management, administrative coordination, or related roles.

Equivalency/Substitution: Experience or a combination of education & related experience can be considered in lieu of degree. A one-to-one ratio is used to determine the number of years of experience required in place of a degree.

Skills:

• Working knowledge of office procedures and general fund management.
• Familiarity with budget management, procurement processes, and financial reporting.
• Proficient in Microsoft Office Suite (Outlook, Excel, and Word).
• Excellent interpersonal skills.
• Ability to build and maintain productive working relationships.
• Ability to complete tasks in an efficient and timely manner.
• Ability to multitask and self-motivated.
• Strong verbal and written communication skills.
• Advanced computer skills with wide knowledge of business software.
• Detail oriented for accuracy of data and information.
• Highly organized and able to handle multiple projects and deadlines.

Advertised Physical Requirements:

• Sit for prolonged periods.
• Communicate effectively and listen.
• Ability to engage in repetitive motion.
• Standard office environment.

Supervision: 1-5 Staff and student employees

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.

Job Posting: Nov 21, 2025