Business and Administrative Specialist - Units

University of Texas at Austin

1d•Onsite

About The Position

The Business and Administrative Specialist will provide support to assigned LBJ School operations and centers and act as primary point of contact for units for business and administrative services. This position will also provide administrative/project support in the Chief Business Officer’s portfolio and Dean’s Office. 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. 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.

Requirements

Bachelor's degree and one year of experience at the Administrative Assistant level, or high school graduation or GED, and five years of clerical experience, including one year of experience at the Administrative Assistant level.
Knowledge of Microsoft Office applications.
Experience managing files and performing data entry.
Professional demeanor.
Demonstrated excellent problem-solving skills.
Excellent written, verbal and interpersonal communication skills.
Ability to meet deadlines and to successfully identify, organize and complete tasks independently and in a team environment.
Experience working with confidential information and providing advanced administrative support using tact, discretion, and diplomacy.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

More than the required experience.
Experience providing direct support to senior leadership.
Meeting coordination experience with internal and external constituents.
Knowledge of UT and LBJ business office processes.
Ability to quickly learn new software and technology.
Experience coordinating complex projects.

Responsibilities

Serve as primary point of contact for LBJ operating units and assigned centers for business and administrative matters.
Advise unit heads of relevant policies.
Receive request tickets and route or take action as appropriate.
Facilitate requests which may include gathering information, preparing forms, coordinating approvals, providing account information, and other tasks to ensure timely service delivery.
Create payment vouchers in Define.
Ensure regular check-ins with unit heads and request support from CBO as needed.
Process procurement requests for goods and services for assigned units.
Receive and analyze procurement request tickets.
Determine and execute appropriate method of procurement.
Obtain quotes as needed.
Prepare Business Contracts and related justification forms; serve as back up for business contract review and liaison between requestor and Business Contracts and Purchasing Offices from inception to final approval.
Follow up on incomplete purchases or undelivered items.
Order supplies.
Coordinate vendor set up.
Receive and process travel authorizations and changes.
Coordinate documentation for student travel ensuring appropriate authorizations on file prior to travel.
Assist faculty, staff, and students with travel arrangements as needed.
Coordinate restricted region approvals.
Prepare cash advance requests and reconciliations as required.
Receive funds and process according to cash handling guidelines.
Develop and maintain advanced knowledge of best practice and university/school policies, procedures, and processes for business operations.
Manage queues to ensure timely processing and communication in accordance with LBJ business office service level expectations.
Enter notes in school systems.
Ensure consistently professional communication with vendors, internal customers, and university offices.
Assist with account and budget maintenance including funds transfers and balance inquiries.
Ensure sufficient funds are available for expenditures.
Request financial reports on behalf of units.
Other duties as assigned.