Executive Education Administrative Specialist

The University of Texas at Austin; Austin (TX); On-site; USD 45,000 - 55,000; Full time

Job summary

The University of Texas at Austin is seeking a Business and Administrative Specialist for the Governor’s Center for Management Development (GCMD) to support LBJ Executive Education. You will handle business and administrative tasks, act as a primary contact, coordinate procurement, travel, and financial activities, and ensure timely service delivery.

Candidates should have a bachelor's degree or equivalent experience, strong Microsoft Office skills, and the ability to manage multiple tasks

Qualifications

• Bachelor's degree or HS diploma plus required clerical experience.
• Strong knowledge of Microsoft Office applications.
• Experience managing files and data entry.
• Ability to meet deadlines and work independently.

Responsibilities

• Serve as LBJ Exec Ed contact 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

Professional demeanor

Problem solving

Interpersonal communication

Verbal communication

Education

Bachelor's degree

HS diploma or GED

Tools

Microsoft Office

Job description

The University of Texas at Austin is seeking a Business and Administrative Specialist for the Governor’s Center for Management Development (GCMD) to support LBJ Executive Education. You will handle business and administrative tasks, act as a primary contact, coordinate procurement, travel, and financial activities, and ensure timely service delivery.

Candidates should have a bachelor's degree or equivalent experience, strong Microsoft Office skills, and the ability to manage multiple tasks