Financial/Administrative Coordinator
About The Position
Under the supervision of the Business Manager and working directly with the Senior Financial Analyst at A&E Services, the Financial/Administrative Coordinator will provide budget management, administration, and analysis of capital project accounts on all three OU campuses. This position works directly with project managers within the department on construction, architectural, and engineering contract management and tracking expenditures related to those contracts. Duties Include: Financial management of capital projects on the Norman, HSC & Tulsa campuses. Assists in the management of accounts receivable for Architectural & Engineering Services. Creates monthly project billing and processes CT’s for reimbursement of operating account. Responsible for entry in PeopleSoft for invoices, requisitions, and cost transfers for all capital projects on the Norman, HSC, & Tulsa campuses. Reconciles capital project accounts and prepares reports for project managers. Monitors departmental activities in financial and operational areas for compliance with audit recommendations. Monitors financial and budgetary systems for the department. Acts as the payroll coordinator. Analyzes departmental financial procedures. Makes recommendations for change and develops strategy for change. Performs administrative duties including but not limited to ordering and tracking supplies, making travel arrangements, reimbursements, keeping a calendar and setting up meetings and appointments. Assists with the development, implementation, and interpretation of policies and procedures, ensuring compliance with federal, state and university policies and regulations. Ensures the work is done in a timely manner. Assists the business manager with architect/engineer & construction manager selections per Regents policy. Assists in the preparation of consultant & construction manager contracts and contract modifications. Oversees records maintenance (inventory, personnel, office files, etc.). Performs various duties as needed to successfully fulfill the function of the position.
Requirements
- Bachelors degree in Accounting, Business Administration, or related field.
- Will accept 48 months of related experience in lieu of the Bachelors degree.
- Working knowledge of office procedures
- Working knowledge of accounting processes
- Knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
- Detail oriented for accuracy of data and information.
- Highly organized and able to handle multiple projects and deadlines.
- Ability to communicate verbally and in writing.
- Ability to build rapport with contractors, architects/engineers, faculty, and staff.
- Able to supervise staff and communicate directions and expectations effectively.
- Ability to produce reports and complete work within deadlines.
- Strong initiative to solve problems in a timely manner.
- Communicate effectively.
- Engage in repetitive motion.
- Standard office environment.
Nice To Haves
- Experience in OU software systems including PeopleSoft, LaserFiche, Concur, OU Foundation, Workforce, and/or eBuilder, as well as Microsoft Office products, which includes a high efficiency in Excel, along with Word, Outlook, and Teams.
- Experience in another department at OU, institution of higher education, or architect/engineer/construction management firm.
Responsibilities
- Financial management of capital projects on the Norman, HSC & Tulsa campuses.
- Assists in the management of accounts receivable for Architectural & Engineering Services.
- Creates monthly project billing and processes CT’s for reimbursement of operating account.
- Responsible for entry in PeopleSoft for invoices, requisitions, and cost transfers for all capital projects on the Norman, HSC, & Tulsa campuses.
- Reconciles capital project accounts and prepares reports for project managers.
- Monitors departmental activities in financial and operational areas for compliance with audit recommendations.
- Monitors financial and budgetary systems for the department.
- Acts as the payroll coordinator.
- Analyzes departmental financial procedures.
- Makes recommendations for change and develops strategy for change.
- Performs administrative duties including but not limited to ordering and tracking supplies, making travel arrangements, reimbursements, keeping a calendar and setting up meetings and appointments.
- Assists with the development, implementation, and interpretation of policies and procedures, ensuring compliance with federal, state and university policies and regulations.
- Ensures the work is done in a timely manner.
- Assists the business manager with architect/engineer & construction manager selections per Regents policy.
- Assists in the preparation of consultant & construction manager contracts and contract modifications.
- Oversees records maintenance (inventory, personnel, office files, etc.).
- Performs various duties as needed to successfully fulfill the function of the position.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Number of Employees
5,001-10,000 employees
