Administrative Manager

University of Oklahoma•Norman, OK

8h•Onsite

About The Position

Responsible for the overall administration and performance of a department or college on behalf of the Director of the United States Postal Service contract. This includes full responsibility for accounting duties, financial analysis, payroll coordination, budget and report preparation, policy development, attendance records for contract staff, and on-call rotation. The role manages all financial accounts for the USPS contract, reconciles accounts monthly, and creates cost-spending certification reports. It also monitors spending to ensure money is spent correctly, sets up new vendors, and ensures invoices are posted to the correct accounts. The Administrative Manager prepares the department budget in collaboration with the Director and College Business Manager, analyzes departmental financial procedures, and makes recommendations for change, developing strategies for implementation. The position may function as the payroll coordinator or assist the payroll time approver by recording and analyzing time entries through weekly reports. It involves collecting timesheets, entering attendance records for contract staff/subcontractors, and tracking leave and billable hours for invoicing backup. The role is responsible for conducting performance observations and instructor qualifying reviews. It anticipates staffing needs by analyzing vacancy reports in collaboration with Human Resources Recruiters and the Program Manager, and supports interview, screening, and candidate processing as needed. The Administrative Manager prepares monthly reports for balanced accounts, verification reports, and management reports, routing them to appropriate personnel. The role contributes to the development of departmental policy by analyzing current procedures, work issues, and current events, and maintains policy and procedure manuals, documenting processes. It plans and coordinates special activities and projects, including representing the department or college at various meetings, such as quarterly, annual, and two-year contract performance review presentations, in collaboration with the Program Director. The Administrative Manager serves as a liaison to coordinate inter- and intra-departmental administrative functions and performs various duties as needed to successfully fulfill the function of the position and support the administrative functions of the contract staff as required.

Requirements

Bachelor's degree.
24 months experience as a manager in an Accounting, Finance, or Business Office.
48 months related experience in lieu of the Bachelor's degree for a total of 72 months related experience.

Responsibilities

Overall administration and performance of a department or college on behalf of the Director of the United States Postal Service contract.
Full responsibility for accounting duties, financial analysis, payroll coordination, budget and report preparation, policy development, attendance records for contract staff, and on-call rotation.
Manage all financial accounts for the USPS contract.
Reconcile accounts monthly and create cost-spending certification reports.
Monitor and ensure money is spent correctly.
Set up new vendors and ensure invoices are put on the correct accounts.
Prepare department budget in collaboration with the Director and College Business Manager.
Analyze departmental financial procedures and make recommendations for change, developing a strategy for change.
Function as the payroll coordinator for the department or assist the payroll time approver by providing support through recording and analysis of time entries through weekly reports.
Collect time sheets, enter attendance records for contract staff/subcontractors, and track leave and billable hours for invoicing backup.
Conduct performance observations and instructor qualifying reviews.
Anticipate staffing needs by analyzing vacancy reports in collaboration with Human Resources Recruiters and the Program Manager.
Support interview, screening, and candidate processing as needed.
Prepare monthly reports for balanced accounts, verification reports, and management reports, routing to appropriate personnel.
Contribute to the development of departmental policy by analyzing current procedures, work issues, and current events.
Maintain policy and procedure manuals and document the process.
Plan and coordinate special activities and projects, including representing the department or college at various meetings, such as quarterly, annual, and two-year contract performance review presentations, in collaboration with the Program Director.
Serve as liaison to coordinate inter- and intra-departmental administrative functions.
Perform various duties as needed to successfully fulfill the function of the position and support the administrative functions of the contract staff as required.