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Location

Edmond, OK | United States

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Job description

Job Details

Job Location: Main Campus - Edmond, OK

Position Type: Staff

Salary Range: $43,260.00 - $43,260.00 Salary/year

Job Category: OTRS Classified

Description

Position Overview:

This position will be a member of the Department of Wellness and Sports' management team. Manages office operations and supervises support staff. Prepares, processes, and monitors budgets, project proposals, records and invoices. Research and compiles information for reports and presentations. Leads meetings addressing specific operational issues and develops recommendations and action plans towards their resolution. Supervises and schedules clerical and secretarial staff, processes employee transactions and may assist in investigating employee issues/concerns and in determining an appropriate course of action. Oversees ordering of equipment and supplies. Manages and organizes office operations and procedures, such as word processing, bookkeeping, preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other clerical services. Coordinates activities of various clerical departments or workers within department. Evaluates office production, updates procedures, or devises new forms to improve efficiency of workflow. Establishes uniform correspondence procedures and style practices. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records. Supervises and monitors the performance of office workers. Manages the purchasing, maintenance, and repair of office supplies and equipment. Develops processes and procedures that ensure the efficient and cost-effective running of the office. Makes recommendations to upper management regarding staffing issues and procedural changes.

Department Specific Essential Job Functions:

• Oversees all organizational budgets including E&G, all S and A orgs, cash orgs and foundation accounts for the Department of Wellness & Sports.
• Responsible for the coordination, preparation, review, and submission of budgets.
• Reconciles, monitors and forecasts accounts and prepares monthly reports for AVP.
• Assists AVP and unit heads in creating annual budget and preparing expense projections.
• Responsible for tracking Pcard purchases for all department heads of the Department and verifying charges are coded correctly.
• Evaluates office production, updates procedures, or devises new forms to improve efficiency of workflow.
• Manages the purchasing, maintenance and repair of office supplies and equipment.
• Provides statistical data for the preparation of financial and non-financial reports, establishing reporting deadlines for department.
• Creates and provides an analysis of the department’s budget spending and fiscal year comparisons.
• Interprets and analyzes financial and budget status reports and identifies potential budgetary problems.
• Ensures the proper use of university funds by reviewing Authority to Pay forms.
• Serves as liaison between the University Budget Office and Department on financial matters such as budget submissions and clarification on financial and budgetary policy.
• Reviews, processes, and tracks payments and reconciles all bills invoices, requisitions, vendor PO's and request for payment, works with vendors and other departments to settle billing discrepancies.
• Ensures the financial integrity of department and other budgets by monitoring balances and expenditures.
• Creates and maintains various financial systems, including budget and tracking proposed items for multiple accounts.
• Trains, mentors, and assists department budget employees on budgetary topics and interpretation of policies regarding all budgeting processes.
• Coordinates purchasing processes with departments receiving funding allocations.
• Manages and oversees all office, salary, work study, including tracking and reporting of unrelated business tax income (UBIT).
• Develops processes and procedures that endure the efficient and cost-effective running of the office.
• Oversees and directs administrative assistant(s).
• As a leadership team member, fosters a positive working relationship among all staff, ensuring regular communication among all staff.
• Assists with Endeavor Games as needed.
• Performs other related duties as assigned.

Qualifications Required:

Bachelor’s degree in job related field plus 5+ years of work experience or equivalent combination of education and experience. Requires work experience with leading, planning, including program development and innovation, program prioritization, and assessment. Appropriate profession accomplishments and credentials.

Qualifications Preferred:

Preference will be given to experience in a higher education setting, experience using Ellucian Banner Software and demonstrated proficiency in Microsoft Office, particularly excel spreadsheets.

Will this employee supervise others?

Yes

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

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