Business and Administrative Specialist, GCMD

The University of Texas at Austin•Austin, UT

2d•Onsite

About The Position

The Governor’s Center for Management Development (GCMD) is looking for a Business and Administrative Specialist to support LBJ Executive Education and act as a point of contact for their respective business and administrative services. This role involves serving as the primary contact for business and administrative matters, advising on relevant policies, processing various requests, and ensuring timely service delivery. The specialist will also handle procurement, travel authorizations, and account/budget maintenance, requiring advanced knowledge of university policies and best practices.

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.
Knowledge of UT and LBJ business office processes.
Ability to quickly learn new software and technology.
Experience coordinating complex projects.

Responsibilities

Serve as point of contact for LBJ Executive Education for business and administrative matters.
Advise Exec Ed heads of relevant policies and policy changes.
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 ensuring appropriate authorizations on file prior to travel.
Assist faculty and staff 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.