Business Assistant II

Utah State University•Logan, UT

9d•Onsite

About The Position

The Business Services team in the Emma Eccles Jones College of Education and Human Services is seeking a motivated, detail-oriented individual to join our team as a Business Assistant II. The position plays a key role in supporting college departments through a variety of functions, including travel transaction processing, purchasing, and general department support. While part of the larger business services team, this position will work closely with another Business Assistant to provide coordinated support and ensure consistency in department operations. This role will be 30 hours per week.

Requirements

Four years of directly related financial work experience with increasing responsibilities or associate degree/technical training plus two years of related work experience or an equivalent combination of education plus experience.
Working knowledge of USU’s purchasing, travel, and operational policies and the associated systems.
Experience working in an academic department or university setting.
Working knowledge of Banner, including HR, Finance, and Student modules.
Familiarity with Argos and ServiceNow, including experience with the P-Card system as a receipt attacher or cardholder.
Knowledge of inventory management processes and experience using the university's property management system.
Knowledge of purchasing, accounts payable, and payroll procedures, particularly within a public institution or university setting.
Familiarity with university policies, procedures, and terminology related to financial and administrative operations.
Proficiency in computer programs such as Excel, relational databases, and general office software.
Skilled in the use of basic office equipment, including printers, copiers, scanners, and telephone systems.
Strong organizational skills with the ability to manage multiple responsibilities, meet deadlines, and self-assess performance.
Ability to develop professional correspondence.
Strong interpersonal skills and the ability to work collaboratively with a diverse group of colleagues, faculty, staff, and students.
Demonstrated ability to provide excellent customer service with professionalism, tact, and discretion.
Proven ability to handle sensitive and confidential information appropriately.
Ability to work independently, take initiative, and proactively resolve issues or improve processes.
Ability to contribute to a positive, team-oriented environment within departments and college.

Responsibilities

Provides travel transaction support
Responsible for preparing and processing travel transactions for designated support departments.
Acts as one of the college-level subject matter experts in travel, sharing responsibility for supporting and providing backup to other travel specialists and initiators.
Provides training, mentoring, and guidance as needed.
Prepares all Travel Authorizations (TAs) and Travel Reimbursements (TRs) university’s approved travel system in accordance with USU and department/college policies.
Ensures appropriate travel documentation is collected and reviewed for accuracy and compliance.
Maintains timely and accurate travel logs and departmental travel budget tracking tools.
Generates travel reports upon request.
Provides purchasing and p-card support
Responsible for preparation and processing of purchasing transactions through the university’s approved purchasing system and university purchasing cards (p-card) for designated support departments.
Coordinates purchasing requests from faculty and staff, including honorariums, professional services, research participant payments, reimbursements, sole source purchases, contractual services, and other approved transactions.
Processes purchases in a timely manner and communicates status updates to requestors.
Collects, reviews, and uploads receipts for other p-card cardholders and delegates.
Ensures receipts meet policy requirements and are submitted promptly.
Follows up as needed and verifies that cardholders have completed required training and that delegates are properly authorized.
Provides inventory and equipment management
Responsible for the inventory and non-capital inventory for designated support departments.
Enters and updates non-capital inventory records in the university’s property management system as items are acquired, relocated, or disposed of.
Coordinates with equipment management staff on capital inventory adjustments and annual asset verification.
Initiates and conducts the annual non-capital inventory review, ensuring records in the property management system remain accurate and up to date.
Provides financial and department support
Responsible for providing billing, reconciliation, and administrative support to designated departments, ensuring accuracy, confidentiality, and compliance with applicable policies and procedures.
Provides support to business managers with monthly index reconciliations and other assigned tasks.
Completes additional tasks and responsibilities as needed.