Business and Administrative Specialist - LBJ School Executive Education

Job Posting Title:

Business and Administrative Specialist - LBJ School Executive Education

----

Hiring Department:

Lyndon B Johnson School of Public Affairs

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

UT MAIN CAMPUS

----

Job Details:

Purpose

As a member of the LBJ School’s Business and Administrative Services (BAS) team, this position provides responsive, professional business and accounting support services to the school’s executive education portfolio.

Responsibilities

• Maintain requests for the assigned resource account in ticketing/email systems. Implement a strategy for triaging requests, responding in a timely and customer friendly manner, addressing issues within one (1) business day with accurate and up-to-date information and ensuring requests, questions or issues are resolved.
• Administer business agreements. Draft and route business contracts and maintain the system that stores agreement data. Serve as point of contact for vendors and negotiate agreements as assigned.
• Create travel authorizations, payments, transfers, procurement, and procurement related documents and transactions with an emphasis on timely and accurate vouchering/processing that compliant State of Texas rules, and UT and LBJ School policies and procedures. Serve as purchasing card holder and UT Market buyer.
• Prepare invoices. Track and collect outstanding receivables. Maintain databases and spreadsheets ensuring accurate and complete data entry. Prepare weekly reports.
• Develop and maintain advanced knowledge of best practice and university/school policies, procedures, and processes for business operations.  Recommend process improvements and draft or edit knowledge base articles.
• Ensure consistently professional communication with vendors, internal customers, and university offices.
• Perform various, regular and ad hoc research related to facilitating requests.  This may include gathering information, preparing forms, coordinating approvals, obtaining authorizations, providing account information, and other tasks.
• Assist with account and budget maintenance including funds transfers and balance inquiries. Request financial reports on behalf of assigned units.
• Serve as back up to fellow BAS team members and program or administrative staff. Provide administrative support for photocopying and/or onsite meeting logistics as assigned.
• Other duties as assigned

Required Qualifications

Bachelor's degree and one year of related experience or high school diploma/GED, and five years of related experience. Prior experience with financial reimbursement and/or purchasing systems. Ability to work efficiently and accurately in a fast-paced environment with minimal guidance. Detail oriented. Excellent verbal and written communication skills with proven ability to effectively communicate clearly, concisely, and diplomatically. Must be able to work well independently and as a member of a team. Ability to work with confidential data with tact and discretion. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than the required experience. Ability to quickly learn new software and technology. Experience coordinating complex projects. Experience with and knowledge of UT policies, procedures and systems including DEFINE, Point Plus, and UT Market. Experience with business support functions in a university academic department or executive office.

Salary Range

$50,000 + depending on qualifications

Working Conditions

• Will be required to obtain CTCD training within 12 months of hire.
• Standard office environment.
• Lift and move up to 50 pounds
• Occasional overtime, evening, or weekend work may be required during peak period.
• Occasional local or domestic travel may be required.

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 resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job