JSG Business Services Office - Administrative Associate

Job Posting Title:

JSG Business Services Office - Administrative Associate

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Hiring Department:

John A and Katherine G Jackson School of Geosciences

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

Works at the front desk and oversees customer experiences for the Jackson School's Business Services Office, providing high level assistance to the manager and staff.

Responsibilities

• Assist the Business Services Manager, supporting office initiatives and helping to ensure efficient office operations. Assist with meeting coordination and communications, processing related documents. Assist with projects related to technology updates and document flow. Work closely with Purchasing, Travel, Accounting and Human Resource units to provide process support. ​

• Oversee front desk operations, serving as frontline resource, exemplifying a service-oriented, welcoming, and professional business office. Perform opening and closing duties. Handle and manage sensitive and confidential administrative documents and information. Represent the office in a positive manner at all times. Supervision of student employees providing administrative support to the team.

• Oversee principal office ticketing system, ensuring appropriate routing and monitoring of documents and requests. Maintain business services ticketing reporting, following documents and actions from request to timely completion, including responding to status inquiries. Provide monthly reporting from ticketing system. Communicate and uphold policies and procedures. Monitor, track, and implement office calendars.

• Oversee document flow through the office and submission to Central Offices.  Assist with departmental records retention and document archiving.

• Responsible for the Official Occasion event forms, including performing detailed reviews of forms submitted requiring approval, enforcing BSO policies regarding this process, following up as necessary if corrections or additional information is required before obtaining signatures. This process also includes tracking, filing, and being a resource for customers and staff regarding these forms and process.

• Process payment vouchers to include invoice payments, reimbursements, and transfer documents in a timely and accurate manner. Responsible for processing bills for DGS accounts, such as FedEx and UPS, and payments related to shipping which also includes the e-ship global on VP9s. Responsible for working with DGS to maintain the vehicle service center billing up to date. Billings for the service center should be processed no less than every 2 weeks.  Keep up to date on University policies and procedures to ensure that payments follow the appropriate rules and constraints.

• Responsible for travel coordination for DGS fieldtrips. Work closely with DGS staff to process required paperwork for fieldtrips during the school year and support DGS staff when coordinating summer field courses.

• Support Human Resources with 0% assignments and with compliance notifications, including escalation process when employees do not respond to standard reminders.

• Oversee mail distribution, assist with package receiving and shipping, and campus deliveries. Monitor office areas at all times to maintain professional appearance. Monitor facility and equipment functionality, repair and maintenance requests and work with other campus offices to facilitate prompt resolution when repairs are necessary.

• Other related duties as assigned.

Required Qualifications

High school graduation or GED. Five years of experience with clerical functions.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Familiarity with DEFINE and Workday, proficiency in Microsoft Office, Filemaker Pro, and other software applications. Planning and organizational skills. Familiarity with UT policies and procedures. Bachelor degree and prior experience working in an academic unit.

Salary Range

$45,000

Working Conditions

• May work around standard office conditions

• Repetitive use of a keyboard at a workstation

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your re