Assistant to the Director and Office Manager

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This position serves as the Assistant to the Director and Office Manager for the Stephenson School of Biomedical Engineering. This position will assist the director by managing the calendar/appointments, making travel arrangements, scheduling meetings and appointments with faculty, staff, and students, and working with the director to solve problems within the school as they arise. Additionally, the position will provide administrative and financial assistance to school by performing accounting, financial analysis, payroll, project coordination, personnel and administrative coordination, supervision of student program personnel, and event planning. This position will work with other departments on and off campus to fulfill the needs of the school.

Duties include (but not limited to):

• Monitor and ensure money are spent correctly
• Ensure invoices are on the correct account
• Analyze financial procedures within the school and direct faculty to the Dean's Office and Shared Business Services Center (SBSC) as appropriate
• Ensures compliance with federal, state, and university policies and regulations
• Assist with hiring, training, evaluating, and delegating tasks to employees
Acts as the payroll coordinator for the school
• monitors positions in PeopleSoft, directs SBSC regarding time supervisors and required training, approves timesheets, etc
• Oversight of course scheduling and curriculum planning
• Communicate TA appointments to SBSC
• Oversight of online school publications (newsletters/brochures)
• Coordinate special events, ordering, catering, invitations, space reservations
• Records maintenance to include inventory, personnel, office files
• Manage key and key card access for SBME personnel
• Collaborate with SBSC to fulfill the needs of the school

Job Requirements

Required Education: Bachelor's degree in Accounting, Finance, Business, Management, or related field.

Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelor's degree.

Skills:

• Working knowledge of office procedures
• Working knowledge of accounting processes
• Knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
• Excellent interpersonal skills
• Ability to work as a team member
• Ability to complete tasks in an efficient and timely manner
Ability to multitask and self
• motivated
• Ability to communicate effectively and professionally
• Ability to read and interpret federal, state, and university policies and regulations
• Computer skills with wide knowledge of business software
• Detail oriented for accuracy of data and information
• Highly organized and able to handle multiple projects and deadlines

Certifications :

• Valid driver's license required for local travel. Travel is < 5% of the job.

Advertised Physical Requirements:

• Sit for prolonged periods.
• Communicate effectively and listen. Ability to engage in repetitive motion.
• Standard office environment.

Departmental Preferences:

• Master's degree

Supervision:

Student Program Coordinators

• 2
Students
• 1 to 2
PEAK
• when necessary

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.

Hiring contingent upon a Background Check? : Yes Special Indications : None Job Posting : Mar 26, 2024

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