Travel and Entertainment Specialist, Astronomy Program

utaustin; Utah; On-site; USD 52,000 - 75,000; Full time

Benefits offered by this job

Medical coverage

Retirement plan

Paid vacation and sick time

Paid holidays

Job summary

The University of Texas at Austin's McDonald Observatory on the UT Austin campus seeks a Travel and Entertainment Specialist to coordinate travel and official occasion activities for the Observatory and the Department of Astronomy.

You will handle travel arrangements and reimbursements, assist with official occasion requests, and support accounts payable/receivable and purchasing to ensure policy compliance and smooth operations.

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 and prioritize tasks with attention to detail.

Responsibilities

• Process travel authorizations and arrange travel for staff, faculty, students, and visitors.
• Prepare travel reimbursement vouchers and vendor payments following UT policies.
• Review entertainment requests and coordinate funding sources and reimbursements.
• Support accounts payable, accounts receivable, and purchasing functions as required.

Skills

MS Office

Policies knowledge

Prioritization

Attention to detail

Education

High School Diploma or GED

Job description

Job Posting Title

Travel and Entertainment Specialist, Astronomy Program

Hiring Department

McDonald Observatory

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

Exempt from FLSA

Earliest Start Date

Immediately

Position Duration

Expected to Continue

Location

UT MAIN CAMPUS

Job Details

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 for McDonald Observatory and the Department of Astronomy. Responsibilities include travel arrangements and reimbursement, assistance with official occasion requests, and accounts payable and receivable processing. This position helps ensure policy compliance and consistent coverage

Benefits

• 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 detai