Sr. Admin/Finance Coordinator

The University of Oklahoma • Oklahoma City, OK

2d

About The Position

Oversees and provides professional administrative support, financial management and budget planning for the department. Demonstrates advanced, comprehensive knowledge of Graduate Medical Education (GME) principles, practices, and procedures. Independently completes complex assignments with minimal supervision. Provides support for trainee oversight and serves as a key liaison between the GME Office, OU Health, and other major participating training sites.

Requirements

• Bachelor's degree in Accounting, Finance, Business, Management, or related field
• Will accept 48 months experience in lieu of the Bachelor's degree for a total of 72 months related experience.
• 24 months of office management, financial management, or related experience.
• Basic math skills
• Advanced computer skills with wide knowledge of business software
• Proficient in Microsoft Office
• Detail oriented for accuracy of data and information
• Highly organized and able to handle multiple projects and deadlines

Responsibilities

• Processes new hire and termination paperwork.
• Maintains personnel files and update the incoming and outgoing trainee information.
• Oversees records maintenance (inventory, personnel, office files, etc.)
• Submits all paper PAF, EPAF, EDR, travel, and PETs, and run reports as needed.
• Manages approval process for leave accounting/reporting, and other financial matters
• Assists with developing, implementing, and interpreting policies and procedures, ensuring compliance with federal, state and university policies and regulations.
• Assists with coordination and planning of program hosted events and programs/logistics, negotiates with contractors and vendors.
• Coordinates and executes department events.
• Maintains budget account reconciliation, Pcard management, and other departmental support.
• Ensures GME trainees meet all required employment, health, and regulatory requirements across all participating training sites.
• Monitors compliance through MedHub Compliance Portal and Workday; generates and distributes delinquency reports to GME programs.
• Verifies that all trainees maintain current licenses and required certifications.
• Serves as liaison between the GME Office, participating training sites, and Oklahoma medical licensing boards.
• Collaborates with program leadership to ensure applicants meet all GME, ACGME, ECFMG, and specialty board eligibility requirements.
• Oversees development and implementation of the ACGME Exceptional Candidate Process.
• Coordinates with GME programs, Associate Dean of GME/DIO, OU Immigration Office, and ECFMG to ensure timely submission of required documentation and trainee certification for program participation.
• Oversees the ePAF process in collaboration with program coordinators to meet HR deadlines.
• Distributes and manages information related to hires, terminations, and promotions.
• Reviews and approves all ePAFs pertaining to GME trainees.
• Works with programs on extended leave requests to ensure compliance with ACGME requirements.
• Performs administrative duties, including data gathering and reporting to support the Associate Dean of GME and Director of GME.
• Identifies and resolves departmental issues as they arise.
• Assists with coordination of special events, including room reservations, catering arrangements, and speaker support.
• Performs various duties as needed to successfully fulfill the function of the position.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level