Executive Education Operations Specialist

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

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.