Business and Administrative Specialist - LBJ School Executive Education

University of Texas at Austin

13d • Onsite

About The Position

General Notes About The University of Texas at Austin What starts here changes the world. The University of Texas at Austin, founded in 1883, ranks among the 40 best universities in the world with top national programs across 19 colleges and schools. By creating educational opportunities for all and leading cutting-edge research at scale, the University fosters positive social change, technological advancement, and economic progress showing the world that change really does start here. An organizational priority is to successfully make UT the world’s highest-impact public research university, unleashing knowledge, opportunity and innovation from the heart of Texas. Learn more about UT’s mission and values, and leadership. About The LBJ School of Public Affairs The Lyndon B. Johnson School of Public Affairs at the University of Texas at Austin is one of the nation’s premier public policy schools. As Texas’ top-ranked policy school for over five decades, the LBJ School provides unmatched opportunities for students to engage with policymakers, industry leaders and innovators in Austin and beyond. The school is committed to improving the quality of public service in the United States and abroad at all levels of governance and civic engagement. Our goals are to prepare students and professionals for leadership positions in public service, produce interdisciplinary research to advance our understanding of complex societal problems and create solutions, promote effective public policy and management practice and foster civic engagement on issues of public concern. Committed to advancing the quality of public service, the LBJ School continues to drive education, research and civic engagement at all levels of governance. Purpose As a member of the LBJ School’s Business and Administrative Services (BAS) team, this position provides responsive, professional business and accounting support services to the school’s executive education portfolio.

Requirements

• Bachelor's degree and one year of related experience or high school diploma/GED, and five years of related experience.
• Prior experience with financial reimbursement and/or purchasing systems.
• Experience managing files and performing data entry.
• Ability to work efficiently and accurately in a fast-paced environment with minimal guidance.
• Detail oriented.
• Demonstrated excellent problem-solving skills.
• Excellent verbal and written communication skills with proven ability to effectively communicate clearly, concisely, and diplomatically.
• Professional demeanor.
• Must be able to work well independently and as a member of a team.
• Ability to work with confidential data with tact and discretion.
• Relevant education and experience may be substituted as appropriate.

Nice To Haves

• More than the required experience.
• Ability to quickly learn new software and technology.
• Experience coordinating complex projects.
• Experience with and knowledge of UT policies, procedures and systems including DEFINE, Point Plus, and UT Market.
• Experience with business support functions in a university academic department or executive office.
• Experience providing direct support to senior leadership.

Responsibilities

• Maintain requests for the assigned resource account in ticketing/email systems. Implement a strategy for triaging requests, responding in a timely and customer friendly manner, addressing issues within one (1) business day with accurate and up-to-date information and ensuring requests, questions or issues are resolved.
• Administer business agreements. Draft and route business contracts and maintain the system that stores agreement data. Serve as point of contact for vendors and negotiate agreements as assigned.
• Create travel authorizations, payments, transfers, procurement, and procurement related documents and transactions with an emphasis on timely and accurate vouchering/processing that compliant State of Texas rules, and UT and LBJ School policies and procedures. Serve as purchasing card holder and UT Market buyer.
• Prepare invoices. Track and collect outstanding receivables. Maintain databases and spreadsheets ensuring accurate and complete data entry. Prepare weekly reports.
• Develop and maintain advanced knowledge of best practice and university/school policies, procedures, and processes for business operations. Recommend process improvements and draft or edit knowledge base articles. Ensure consistently professional communication with vendors, internal customers, and university offices.
• Perform various, regular and ad hoc research related to facilitating requests. This may include gathering information, preparing forms, coordinating approvals, obtaining authorizations, providing account information, and other tasks.
• Assist with account and budget maintenance including funds transfers and balance inquiries. Request financial reports on behalf of assigned units.
• Serve as back up to fellow BAS team members and program or administrative staff. Provide administrative support for photocopying and/or onsite meeting logistics as assigned. Other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 251-500 employees