Business Office Administrator
3 weeks ago
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
- 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
- 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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