Business Assistant I - College of Science Deans Office

Overview

The College of Science has an opening for a full-time Business Assistant. This position is part of the Business Services Team for the college and focuses on travel, human resources, scholarships, and other financial services. The position is located within the College of Science Dean’s Office and will report to the college business manager.

Responsibilities

Travel:

• Prepare Travel Authorizations & complete Travel Reimbursements in accordance with travel policies and procedures
• Maintain current emergency information on travelers
• Maintain database of travel expense reports
• Provide daily accessibility to travel status
• Analyze and advise of real or potential problems with travel
• Monitor and enforce compliance to established university policies and procedures
• Answer inquiries pertaining to travel
• Run weekly and/or monthly reports to ensure that TAs and TRs are completed in a timely manner
• Participate in training new users/travelers

Personnel:

• Maintain and input semi-monthly payroll for hourly workers
• Prepare EPAFs for employees; includes new hires, terminations, transfers, short-term disability and extra service compensation
• Submit benefited employee vacation and sick leave
• Submit job postings
• Collect required work forms
• Analyze and advise directors of real or potential problems
• Monitor and enforce compliance to established university policies and procedures
• Attend university training to stay current on policies and procedures
• Manage and maintain special projects independently as assigned
• Answer inquires pertaining to EPAFs, new hire paperwork, job postings, etc.
• Maintain electronic filing of documents and historical data

Financial:

• Attaches receipts to P-card Workflow transactions
• Assists in enforcing P-card regulations
• Prepares purchases in EZbuy
• Special projects as assigned
• Develops and maintains record keeping systems

Scholarships:

• Acts as a back-up for business manager in the area of scholarships
• Become familiar with university scholarship policies and procedures
• Maintain electronic filing of documents and historical data

College of Science Business Services Team:

• Participate fully in team meetings and training at the college and university level.
• Back up other business assistants/managers within the college on various transactions as needed/requested.
• Be a part of the solution when changes are initiated or required.

Other:

• Maintains a strong and productive working relationship with staff, students, faculty, administrators and external constituents
• Provides proactive excellent customer service to constituents at all levels
• Contributes positively and proactively in a team environment in order to meet unit goals
• Commits to integrity; performs duties with diligence in accordance with professional standards and enforce University policies and procedures, uses relevant information and individual judgment to determine whether events or processes comply with laws, regulations, standards
• Attends university and other training to stay current on policies, procedures, and best practices
• Possesses adequate knowledge of financial, scholarship, travel and personnel areas to fill in as needed
• Participates in the continual streamlining of processes for efficiency and clarity
• Participates in creating and managing more efficient and accurate ways of record keeping

Qualifications

Minimum Qualifications:

• Two years of directly related work experience with increasing responsibilities, OR an Associate’s degree or certification(s) in a designated field

Preferred Qualifications:

• Bachelor’s degree in Accounting or Finance/Business related, OR four years of related experience
• USU experience
• Familiarity with USU travel, purchasing, p-card, and HR policies and procedures
• Experience with Banner and USU forms
• Dependable with a strong work ethic

Knowledge, Skills, & Abilities

• Friendly and service-oriented attitude with excellent customer service skills
• Strong interpersonal, oral, and written communication skills
• Computer skills including Excel, Windows and word processing
• Accurate keyboarding and data entry skills
• Deductive reasoning, problem solving, and prioritizing skills
• Excellent organizational skills and attention to detail
• Ab