Business Assistant

Overview

The Emma Eccles Jones College of Education and Human Services business services team is seeking a motivated and detail-oriented individual to join our team. Providing financial services support in cash handling, hiring, inventory, payroll, purchasing, and travel services, the Business Assistant contributes to the success of the Psychology Department. The position requires excellent interpersonal and communication skills, the ability to balance multiple projects and deadlines, and the desire and capacity to work both independently and collaboratively as part of a productive team.

 

The position will be hired at either a Business Assistant II or III based upon qualifications, level of experience that fit the scope, and responsibilities assigned (please see Qualifications section). A Business Assistant III will have more responsibilities with an increased scope and complexity of duties.

 

This position is eligible for excellent benefits including: 13 paid holidays, 12 days of paid leave and 12 days of sick leave per year, 50% tuition reduction for employee and spouse, competitive health benefits packages and a generous contribution into your retirement. View more information here: Summary of Benefits 2024-2025

Responsibilities

Provide Hiring, Onboarding, Payroll, and Leave Management Services:

• Submits timely and accurate job postings for hourly or salaried positions.
• Collects required hiring forms and securely maintains personnel files as needed.
• Set up hourly employees in time tracking system and support biweekly payroll processes.
• Set up benefited employees in time tracking/leave system and act as leave manager.

Provide Purchasing Services:

• Coordinates purchase requests from faculty/staff.
• Collects receipts from cardholders and/or delegates, reviews for policy/procedure adherence and appropriate use, and attaches receipts in the p-card system.

Provide Travel Services:

• Prepare Travel Authorizations & complete Travel Reimbursements in accordance with travel policies and procedures
• Provides professional customer service, responds to questions by phone, in-person and by email in a prompt, courteous manner

Provide Inventory Tracking Support:

• Gathers information for non-capital inventory items, enters them in AssetView asset tracking system, and updates as non-capital inventory items change and coordinates with equipment management on capital inventory adjustments.

Provide Other Financial & Departmental Support:

• Processes journal vouchers as designated.
• Works collectively with department personnel to provide office coverage.
• Works with college scholarship specialist to process award transactions and support Scholarship Universe.
• Performs other duties as assigned.

In addition to the above, the Business Assistant III will also be responsible for the following:

• Work with department head and graduate program coordinator in identifying graduate assistantships for academic year.
• Identify employees that will be working remotely, and process telework approval in a timely manner. Keep track of active telework agreements and help employees renew their approval.
• Identify and track student research funding.
• Provides support to the business manager on the monthly reconciliation of designated indexes.
• Review monthly animal charges with grant principal investigators for any errors and make sure that the charges on being billed to the correct index.

Qualifications

Minimum Qualifications

The position will be hired at either a Business Assistant II or III based upon the following qualifications and responsibilities assigned:

• Business Assistant II: Four years of directly related financial work experience with increasing responsibilities or associate degree/technical training plus two years of related work experience or an equivalent combination of education plus experience.
• Business Assistant III: Six years of directly related financial work experience with increasing responsibilities or bachelor’s degree in a business field plus two years of experience or an equivalent combination of education plus experience is required.

Preferred Qualifications

• Experience in payroll processing at USU through AggieTime/Banner.
• Experience in MyTime setting up schedules and/or leave manager.
• Experience in ServiceNow P-Card system as receipt attacher or cardholder.
• Working knowledge of USU’s purchasing policies
• Working knowledge of USU operational policies.
• Keyboarding and