Position Introduction:

The Administrative/Financial Coordinator provides professional administrative and financial support to the Naval Science (NROTC) unit and serves as a key liaison to the Commanding Officer. This position coordinates day-to-day administrative operations and financial activities, including budget tracking, reconciliation, and transactional processing in collaboration with the Commanding Officer and Shared Business Services Center (SBSC). Maintains confidential records, prepares correspondence and reports, and supports meetings and events. Serves as a liaison with the College Dean's Office, campus departments, and external partners to ensure effective unit operations.

Essential Duties:

Unit Support – 20%

• Provides reception support; greets visitors, students, and distinguished guests
• Manages unit email communications and distributes campus mail
• Orders and maintains office supplies
• Maintains official Naval and University records; conducts periodic reviews to ensure accuracy and compliance
• Establishes and maintains tracking systems for time-sensitive documents
• Coordinates with Facilities Management to maintain office and shared spaces
• Assists with planning and coordination of events such as the Annual Alumni Reunion, Commissioning, and other ceremonies
• Maintains staff and student rosters, unit schedules, and calendars
• Drafts and edits correspondence; prepares reports, programs, and presentations
• Coordinates use of the Armory and classrooms for University and unit functions

Commanding Officer Support – 20%

• Provides administrative support to the Recruiting and Commanding Officers
• Shares NROTC program and University information with prospective students
• Schedules and coordinates recruiting and leadership appointments

Naval Science Unit Financial Support – 30%

• Assists with preparation and tracking of the annual unit budget; provides routine updates on budget status
• Monitors expenditures and supports reconciliation of unit accounts
• Maintains financial records and prepares standard financial and expenditure reports
• Tracks event-related expenses and submits payment requests in coordination with SBSC
• Coordinates processing of invoices, travel reimbursements, payroll, personnel actions, interdepartmental transfers, and OU Foundation transactions through SBSC
• Assists with deposits and ensures adherence to University financial procedures

Affiliate Faculty Support – 10%

• Coordinates onboarding, offboarding, and relocation logistics for affiliate faculty
• Assists faculty with textbook and desk copy orders
• Supports Naval administrative processes, including contract coordination and database updates

Student Support – 10%

• Coordinates scholarship and award payments
• Assists midshipmen with managing individual financial accounts through OU Federal Credit Union
• Tracks expenditures and provides basic budget guidance to midshipmen
• Coordinates updates to scholarship and awards recognition plaques

Outreach Support – 10%

• Coordinates meetings and events, including logistics, catering, materials, and room setup
• Maintains NROTC alumni database and supports communications and updates
• Assists with coordination of alumni engagement activities and meetings

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Required Education and Experience:

• 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.

Department Preferences:

• Experience in higher education administrative and financial processes.
• Experience working with financial systems, budgeting, and reconciliation.
• Strong organizational, communication, and customer service skills.
• Experience coordinating events and working with multiple stakeholders.
• 24 months of administrative or financial experience.