Job Details

The Office Administrator provides administrative support and financial management for the Department of Geography and Environmental Sustainability. Typical Functions include: developing, maintaining, and reconciling departmental and foundation accounts, creating financial and accounting reports, providing HR and payroll support for the department, managing calendars for Chair and Associate Chair, coordinating tenure and promotion, post-tenure review, sabbatical applications, and faculty evaluations, coordinating faculty searches, managing departmental space, performing various duties as needed to successfully fulfill the function of the position.

Essential Duties:

• Provides administrative and financial assistance to a department or college by performing accounting, financial analysis, payroll, project coordination, personnel and administrative coordination, and event planning.
• Serves as the primary point of contact for the department on facility issues, coordinating repairs, and maintenance.
• Manages all departmental accounts.
• Reconciles monthly financial reports and maintains department budget.
• Monitors and ensures money is spent correctly.
• Coordinates with SBSC to ensure invoices are paid on the correct accounts.
• Makes cash deposits into special accounts.
• Performs Pcard approval, and oversees OU Foundation funds.
• Analyzes departmental financial procedures.
• Makes recommendations for change and develops strategy for change.
• Acts as the payroll coordinator for the department or provides oversight.
• Approves all paper PAF, EPAF, EDR, travel, etc.
• Coordinates and carries out projects or assignments requiring initiative, independent action and specialized knowledge or expertise.
• May include producing in-house publications, performing public relations functions, and monitoring staff to ensure guidelines and procedures are followed.
• Handles personnel issues.
• Assists new employees with onboarding.
• Contacts various offices to request information as needed.
• May conduct some training of office personnel.
• Secures computer access.
• Works with Human Resources Department on various issues.
• Performs administrative duties including but not limited to supply inventory, keeping a calendar, setting up meetings and appointments, and assisting with various awards and award committees.
• Solves departmental problems as they arise.
• Assists with the development, implementation, and interpretation of policies and procedures, ensuring compliance with federal, state and university policies and regulations
• Coordinates special events, to include but not limited to ordering catering, mailing invitations, setting up PA system, assisting speakers, and reserving rooms.
• May supervise staff employees.
• Assists with hiring, training, evaluating and delegating tasks to employees.
• Ensures work is completed in a timely manner.
• Oversees records maintenance (inventory, personnel, office files, etc)
• Provides Faculty support with purchases, travel and faculty liaison, policies and procedures, faculty awards, funding requests, reimbursement requests by liaising with the SBSC.
• Performs various duties as needed to successfully fulfill the function of the position.