Travel and Entertainment Specialist, Astronomy Program

University of Texas at Austin; Austin (TX); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical coverage

Retirement contributions (TRS)

Paid vacation and sick time

Paid holidays

Job summary

University of Texas at Austin seeks a Travel and Entertainment Specialist based on the UT Austin campus to coordinate travel, official occasion requests, and related reimbursements for staff, faculty, students, and visitors.

You will ensure policy compliance, assist with accounts payable/receivable, and provide support across the business office, enabling smooth departmental operations within the Department of Astronomy.

Qualifications

• High school graduation or GED.
• Experience with Microsoft Office suite, including intermediate Excel and Word.
• Working knowledge of travel and entertainment policy, expense reimbursement rules, or ability to learn quickly.
• Ability to manage high-volume workload with attention to detail and deadlines.
• Strong interpersonal and problem-solving skills with customer-service excellence.
• Excellent written and verbal communication skills.
• Ability to work independently and in a team.
• Ability to interact with staff, faculty, students, and visitors professionally.
• Ability to learn quickly and be flexible.

Responsibilities

• Process travel requests (RTAs) and arrange travel with approvals and compliance checks.
• Prepare travel reimbursement vouchers and process vendor payments.
• Process entertainment and official occasion reimbursements and ensure policy compliance.
• Provide backup support for administrative, purchasing, and accounts payable duties.
• Maintain travel and entertainment policies and stay current on university procedures.

Skills

Microsoft Office

Excel

Word

Customer-service

Attention to detail

Education

Bachelor's degree in accounting, finance, business administration

Tools

UT mainframe

UT request system

Smartsheet

Job description

Job Details

General Notes

The McDonald Observatory is a major astronomical research facility in the Davis Mountains of West Texas, in Fort Davis, Texas (440 miles from the UT Austin campus). The Observatory offers state-of-the-art telescopes and research instruments, hosts global observatories, and engages the public through educational programs.

This position is based on the UT Austin campus and coordinates travel and official occasion entertainment requests and payments forMcDonald Observatory and the Department of Astronomy. Responsibilities include travel arrangements andreimbursement, assistance with official occasion requests, and accounts payable and receivable processing. This position helps ensure policy compliance and consistent coverage

UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage.

• Retirement contributions: Teacher Retirement System of Texas (TRS)

• Paid vacation and sick time.

• Paid holidays.

• Please visit our Human Resources (HR) website to learn more about the total benefits offered.

Purpose

The Travel and Entertainment Specialist serves as the primary point of contact and resource for departmental business travel and entertainment requests and payments. In this role, you assist with and arrange travel for staff, faculty, students, and non-employees, and process reimbursements. Process entertainment documentation and expenses in coordination with the business officer for official occasions. As a business office team member, you support administrative and departmental operations and accounts receivable, accounts payable, and purchasing as required.

Responsibilities

• Travel Request and Processing. Receive and process travel authorizations (RTA) from faculty, staff, students, and visitors, and arrange travel or confirm self-arrangements, requesting additional documentation as needed. Before processing, obtain the necessary approvals from supervisors and account holders, and ensure compliance with UT and departmental policies. Verify account compliance and funding. Research and make reservations by phone, online, or through a travel agent for airfare, car rentals, registrations, etc. Secure lodging and include traveler information if requested. Communicate effectively with travelers and troubleshoot issues, offering possible resolutions.

• Travel Reimbursement and Vendor Payments. Prepare and promptly process accurate travel reimbursement vouchers for department faculty, staff, students, and visitors, ensuring compliance with UT and departmental policies. Process vendor payments billed directly to the department. Provide documentation and support for contract payments and for departmental Citibank ProCard and Travel Card transactions. Prepare interdepartmental transfer vouchers to charge food, lodging, and car rentals to the appropriate accounts. Monitor travel budgets to ensure compliance with account requirements, and process account transfers and charge corrections as directed. Maintain accurate documentation for all transactions. Prepare reports, such as expenses by department code or allocation.

• Entertainment and Official Occasion Process and Reimbursement. Reviews requests for entertainment for business purposes, confirms fund sources that may be used for such purposes, and provides guidance for the reasonable expenditure of funds or other expenses often related to reimbursement from institutional funds. Ensures compliance with department procedures, state laws, IRS, and UT System Regents rules.

• Business Office Support. Communicate and collaborate with the business office team and stakeholders. Perform and back up coworkers' administrative, purchasing, and accounts payable duties as required, and provide ongoing team support to meet business needs.

• Compliance and Reporting. Maintains travel and entertainment policies and ensures compliance with department, campus, state, and federal guidelines. Liaise with Travel Management Services and stay current on the university's travel policies and procedures. Assist faculty, staff, students, and researchers in interpreting and implementing these policies. Communicate and post website updates as procedures change. Identify process and resource efficiencies to meet customer needs.

Required Qualifications

• High school graduation or GED.

• Experience with Microsoft Office suite, including an intermediate skill level in Excel and Word.

• Working knowledge of travel and entertainment policy, expense reimbursement rules, or the ability to learn them quickly.

• Ability to assess high-volume workload and prioritize tasks while demonstrating attention to detail and accuracy to meet deadlines and manage concurrent projects in multiple areas successfully.

• Strong interpersonal and problem-solving skills, including customer-service excellence for handling inquiries from the department.

• Excellent oral and written communication skills, with strong writing and proofreading skills.

• Ability to work independently and as part of a team.

• Ability to interact and maintain productive working relationships with staff, faculty, students, and visitors, and maintain a positive and professional demeanor.

• Ability to learn quickly and be flexible.

• Experience taking ownership of projects and seeing them through to successful completion.

• Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position.

• Professional demeanor and dependability.

• Ability to exercise a high level of discretion and handle sensitive or confidential matters with professionalism and care.

• Reliable and dependable attendance.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree in accounting, finance, business administration, or a related field.

• Strong knowledge and experience in travel and entertainment expense review, audit, approval, compliance, or reimbursement documents in a high-volume environment, preferably in higher education.

• Experience using UT mainframe, UT request system, and other UT applications.

• Knowledge of the UT travel policies and procedures, including Concur travel and expense management.

• Experience planning travel and working with Travel Management.

• Advanced skills in the use of Microsoft Office applications and Smartsheet.

• Demonstrated ability to quickly learn new systems, adapt to change, and work collaboratively.

• Strong analytical and problem-solving skills.

Salary Range

$50,000 + depending on qualifications and experience

Working Conditions

• Work at a computer and in standard office conditions with repetitive keyboard use at a workstation.

• Use of manual dexterity.

• Lifting and moving.

• Additional hours may be required during peak and after-hours for travel assistance.

Work Shift

• Standard business hours, Monday - Friday

• May need to work occasional after-hours or weekends

Required Materials

• Letter of Interest

• Resume/CV

• Three work references with their contact information; at least one reference should be from a supervisor

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.

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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.

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Background Checks

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

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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.

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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.

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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]

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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). 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.