Business and Administrative Specialist, GCMD

University of Texas; United States; On-site; USD 50,000 - 65,000; Full time

Job summary

The University of Texas at Austin invites applications for a Business and Administrative Specialist at LBJ School's GCMD. This role supports LBJ Executive Education with business and administrative services and acts as a main point of contact for diverse operations.

Responsibilities include processing procurement, travel, payments, and maintaining financial records, while ensuring policy compliance and timely service delivery. A Bachelor's degree or equivalent experience is required.

Qualifications

• Bachelor's degree with 1 year of experience at the Administrative Assistant level, or high school graduation or GED with five years of clerical experience, including one year at Administrative Assistant level.
• Proficient in Microsoft Office applications.
• Experience managing files and performing data entry.
• Professional demeanor.
• Excellent problem-solving skills.
• Excellent written, verbal and interpersonal communication skills.
• Ability to meet deadlines and to work independently and in a team.
• Experience working with confidential information and providing advanced administrative support with tact, discretion, and diplomacy.

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. (35%)
• 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. (25%)
• 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. (15%)
• 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. (20%)
• 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. (5%)

Skills

Microsoft Office

Data entry

Professional demeanor

Problem-solving

Communication skills

Deadline oriented

Teamwork

Education

Bachelor's degree + 1 year admin experience or HS/GED + 5 years clerical experience

Job description

Job Posting Title

Business and Administrative Specialist, GCMD

Hiring Department

Lyndon B Johnson School of Public Affairs

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Non-Exempt from FLSA

Earliest Start Date

Sep 29, 2026

Position Duration

Expected to Continue

Location

UT MAIN CAMPUS

Job Details

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 Lyndon B. Johnson School of Public Affairs

The LBJ 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.

About the Governor’s Center for Management Development (GCMD)

The mission of the GCMD is to improve organizational effectiveness through the development of leaders and organizations in state agencies and institutes of higher education. We believe it is critical to define the skills, knowledge, abilities and behaviors needed by managers and leaders to achieve excellence. We are dedicated to developing and delivering educational courses and services that will assist leaders and organizations in striving for that excellence.

Purpose

The Governor’s Center for Management Development (GCMD) is looking a Business and Administrative Specialist to support LBJ Executive Education and act as point of contact for their respective business and administrative services.

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. (35%)
• 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. (25%)
• 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. (15%)
• 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. (20%)
• 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. (5%)

Required Qualifications

• 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.

Preferred Qualifications

• 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.

Salary Range

$50,000 + depending on qualifications

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF]

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act) and if this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Start Here, Change the World

At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world.

Comments and Inquiries

Email comments to [e-mail]. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at [phone], or toll-free at [phone]. UT Austin is a Tobacco-free Campus