Business Assistant I - College of Science Deans Office - Utah State University

Overview:

The College of Science has an opening for a full-time Business Assistant. This position is part of the Business Services Team for the college and focuses on travel, human resources, scholarships, and other financial services. The position is located within the College of Science Dean’s Office and will report to the college business manager.

Responsibilities:

Travel:

• Prepare Travel Authorizations & complete Travel Reimbursements in accordance with travel policies and procedures
• Maintain current emergency information on travelers
• Maintain database of travel expense reports
• Provide daily accessibility to travel status
• Analyze and advise of real or potential problems with travel
• Monitor and enforce compliance to established university policies and procedures
• Answer inquiries pertaining to travel
• Run weekly and/or monthly reports to ensure that TAs and TRs are completed in a timely manner
• Participate in training new users/travelers

Personnel:

• Maintain and input semi-monthly payroll for hourly workers
• Prepare EPAFs for employees; includes new hires, terminations, transfers, short-term disability and extra service compensation
• Submit benefited employee vacation and sick leave
• Submit job postings
• Collect required work forms
• Analyze and advise directors of real or potential problems
• Monitor and enforce compliance to established university policies and procedures
• Attend university training to stay current on policies and procedures
• Manage and maintain special projects independently as assigned
• Answer inquires pertaining to EPAFs, new hire paperwork, job postings, etc.
• Maintain electronic filing of documents and historical data

Financial:

• Attaches receipts to P-card Workflow transactions
• Assists in enforcing P-card regulations
• Prepares purchases in EZbuy
• Special projects as assigned
• Develops and maintains record keeping systems

Scholarships:

• Acts as a back-up for business manager in the area of scholarships
• Become familiar with university scholarship policies and procedures
• Maintain electronic filing of documents and historical data

College of Science Business Services Team:

• Participate fully in team meetings and training at the college and university level.
• Back up other business assistants/managers within the college on various transactions as needed/requested.
• Be a part of the solution when changes are initiated or required.

Other:

• Maintains a strong and productive working relationship with staff, students, faculty, administrators and external constituents
• Provides proactive excellent customer service to constituents at all levels
• Contributes positively and proactively in a team environment in order to meet unit goals
• Commits to integrity; performs duties with diligence in accordance with professional standards and enforce University policies and procedures, uses relevant information and individual judgment to determine whether events or processes comply with laws, regulations, standards
• Attends university and other training to stay current on policies, procedures, and best practices
• Possesses adequate knowledge of financial, scholarship, travel and personnel areas to fill in as needed
• Participates in the continual streamlining of processes for efficiency and clarity
• Participates in creating and managing more efficient and accurate ways of record keeping

Qualifications:

Minimum Qualifications:

• Two years of directly related work experience with increasing responsibilities, OR an Associate’s degree or certification(s) in a designated field

Preferred Qualifications:

• Bachelor’s degree in Accounting or Finance/Business related, OR four years of related experience
• USU experience
• Familiarity with USU travel, purchasing, p-card, and HR policies and procedures
• Experience with Banner and USU forms
• Dependable with a strong work ethic

Knowledge, Skills, & Abilities

• Friendly and service-oriented attitude with excellent customer service skills
• Strong interpersonal, oral, and written communication skills
• Computer skills including Excel, Windows and word processing
• Accurate keyboarding and data entry skills
• Deductive reasoning, problem solving, and prioritizing skills
• Excellent organizational skills and attention to detail
• Ability to work under pressure in a fast-paced office environment
• Ability to work independently, anticipate needs, and voluntarily take appropriate action

Required Documents:

Along with the online application, please attach:

1. Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV" 
2. Name and contact information for 3 professional references to be entered into Candidate Profile
3. Cover letter to be typed/pasted at the end of your application

**Document size may not exceed 10 MB.**

Advertised Salary:Minimum $30,000; Commensurate with experience, plus excellent benefits ADA:

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

University Highlights:

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university, with a strong commitment to excellence, access, and inclusion, empowering people to lead successful lives of involvement, innovation, and impact. Utah State provides high-quality education to 27,500-plus students locations throughout the state, including at three residential campuses, eight statewide campuses, and 23 education centers. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.

 

Utah State is committed to cultivating a community of inclusive excellence where all perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU. 

 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

 

*updated 04/2024

Notice of Non-discrimination:

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

 

Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Cody Carmichael, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

*updated 09/2023