Business Office Administrator

3 weeks ago

Austin, Texas, United States University of Texas at Austin Full time
Job Summary

We are seeking a highly skilled and detail-oriented Business Office Administrator to join our team at the University of Texas at Austin. As a key member of our finance department, you will be responsible for coordinating financial operations, managing financial records, and providing administrative support to our staff.

Key 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
Requirements
  • 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
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 functions at UT
  • Bachelor's degree
  • Professional demeanor and appearance
  • Demonstrated organizational skills and adherence to work schedule

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