Administrative Specialist - Provost Service Center

University of Texas Medical Branch (UTMB) • Galveston, TX

4d

About The Position

To provide professional and administrative coordination of human resource and financial management activities. We seek a detail-oriented and proactive Administrative Specialist to manage and ensure all employee travel requests, travel/non-travel employee reimbursement submissions, and vendor payments adhere to UTMB policies. This position will involve reviewing travel and expense reports, employee reimbursements, and vendor payments, educating employees on company policies, and providing guidance on the correct procedures for submitting travel/non-travel-related requests, reimbursements, and vendor payments. The ideal candidate will be an effective communicator, able to work cross-functionally with different departments and resolve issues efficiently while maintaining a positive working environment.

Requirements

• Bachelor's Degree or equivalent and two years of related experience.
• Strong attention to detail with the ability to spot errors and discrepancies.
• Excellent communication skills, both written and verbal.
• Ability to explain complex policies in simple terms to non-experts.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to handle confidential information with discretion.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.

Nice To Haves

• PeopleSoft FMS
• Experience with travel authorizations, travel reimbursement, employee reimbursement, and vendor payments.

Responsibilities

• Responsible for providing timely status updates.
• Respond to employee inquiries regarding travel, accounts payable, and purchasing policies, and assist with modifying requests if necessary.
• Interacts with customers to effectively resolve problems and assist with questions regarding the entity's policies, procedures, and operations.
• Identifies operation problems and implements changes to provide solutions.
• Adheres to internal controls established for the department.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level