Business Office Administrator, The Harry Ransom Center

Job Posting Title:

Business Office Administrator, The Harry Ransom Center

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Hiring Department:

Harry Ransom Center

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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:

General Notes

The Ransom Center is an internationally renowned humanities research library and museum at The University of Texas at Austin. Its extensive collections provide unique insight into the creative process of writers and artists, deepening our understanding and appreciation of literature, photography, film, art, and the performing arts.  Visitors engage with the Center's collections through research and study, exhibitions, publications, and a rich variety of program offerings including readings, talks, symposia, and film screenings. The Ransom Center encourages discovery, inspires creativity, and advances understanding of the humanities for a broad audience through the preservation and sharing of its extraordinary collections. The Ransom Center welcomes and respects all individuals and communities by valuing and maintaining awareness of under-represented perspectives and experiences. To learn more about our institutional mission and values, visit: https://www.hrc.utexas.edu/about/#mission-values.

Purpose

Assist the Finance Manager and the HRC Director's Office with financial operations, displaying a high degree of initiative and judgment, including responsibility for complex decisions.

Responsibilities

• Coordinate exchange of information between HRC employees, HRC Business Office and UT central offices. Approve payment documents and audit to ensure compliance with UT policies.
• Manage EAJ requests and all Purchase Orders over $15K. Coordinate with HRC staff to move contracts through the approval process. Coordinate with Curators and other staff as needed to manage multi-year acquisition payments and request amortization schedules.
• Coordinate detailed financial records, research and correct financial inconsistencies, reconcile accounting transactions, assist with creating expenditure spreadsheets. Maintain accurate and reliable records. Create and update policy and procedures, update Staff Portal page for the Business Office.
• Serve as ProCard holder for the Ransom Center, ensuring that all purchases are compliant. Collect and track receipts. Serve as Electronic Office Manager delegate and DocuSign (DUC) contact.
• Manage payment requests using the Request System, including VP1s, VP2s, and VPEs. Supervise processing of invoices and submit appropriate documentation for payments and reimbursements. Troubleshoot problem payments. Manage OOEFs and obtain proper approvals before processing invoices.
• Supervise and train Business Office Assistant. Serve as backup for their duties as needed. Onboard new staff in regards to UT and HRC financial policies and processes.
• Prepare travel reimbursement requests, using the Request Forms System and DEFINE as needed.
• Supervise Federal Work-Study and student workers, including hiring, assigning duties, and approving timesheets.
• Other related functions as assigned.

Required Qualifications

• High School graduation or GED.
• Seven years of demonstrated experience working, interacting and interfacing with central processing offices.
• Excellent oral and written communication skills.
• Demonstrated ability to work as a member of a team and to communicate effectively with varied groups.
• Experience using Excel and other Microsoft365 tools.
• Experience preparing, processing, and reconciling a wide variety of accounting documents such as purchase requests, invoices, departmental billings, employee reimbursement and deposits.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Demonstrated experience using DEFINE modules GBM, VP7, GG8, GG9, GGV, VE5, VE6, VPM, VC1, VT6, GTM, and LMM, PointPlus, and UT Market.
• Demonstrated knowledge of UT policies and procedures.
• More than three years experience providing higher-level administrative function