Business Office Coordinator

2 days ago

Austin, Texas, United States University of Texas at Austin Full time
Key Responsibilities

As a key member of the University of Texas at Austin team, the Business Office Administrator will be responsible for:

  • Coordinating the exchange of information between HRC employees, the HRC Business Office, and UT central offices.
  • Approving payment documents and auditing to ensure compliance with UT policies.
  • Managing EAJ requests and all Purchase Orders over $15K.
  • Coordinating with HRC staff to move contracts through the approval process.
  • Coordinating with Curators and other staff as needed to manage multi-year acquisition payments and request amortization schedules.
  • Coordinating detailed financial records, researching and correcting financial inconsistencies, reconciling accounting transactions, and assisting with creating expenditure spreadsheets.
  • Maintaining accurate and reliable records.
  • Creating and updating policy and procedures, updating the Staff Portal page for the Business Office.
  • Serving as ProCard holder for the Ransom Center, ensuring that all purchases are compliant.
  • Collecting and tracking receipts.
  • Serving as Electronic Office Manager delegate and DocuSign contact.
  • Managing payment requests using the Request System, including VP1s, VP2s, and VPEs.
  • Supervising the processing of invoices and submitting appropriate documentation for payments and reimbursements.
  • Troubleshooting problem payments.
  • Managing OOEFs and obtaining proper approvals before processing invoices.
  • Supervising and training Business Office Assistants.
  • Serving as backup for their duties as needed.
  • Onboarding new staff in regards to UT and HRC financial policies and processes.
  • Preparing travel reimbursement requests, using the Request Forms System and DEFINE as needed.
  • Supervising Federal Work-Study and student workers, including hiring, assigning duties, and approving timesheets.

Requirements: The ideal candidate will possess excellent communication and organizational skills, with the ability to work effectively in a fast-paced environment. A strong understanding of financial policies and procedures is essential, as is the ability to maintain accurate and reliable records.

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