Business Assistant II or III - Utah State University

Overview:

This position (Business Assistant II or III) is part of the Business Services team for the Caine College of the Arts at Utah State University. The primary purpose of this position is to perform all HR related activity for the five departments held in the Caine College of the Arts, including but not limited to: payroll, EPAFs, I-9s, job postings, leave management, etc. A major part of that role is maintaining accurate records and advising departments to ensure policies and procedures are communicated and upheld. In addition to HR duties, this role also serves as the main point of contact for scholarships and graduate funding for the college.

 

This position is telework eligible with a hybrid schedule after 6 months and the successful candidate is trained in all areas of the position.

Responsibilities:

50% HR Functions and Data Management

• Maintain and input semi-monthly payroll for hourly employees.
• Prepare all EPAFs for employees in the college. Includes new hires, terminations, extra service compensation, etc.
• Oversight of benefited employee annual/sick leave, timesheets, comp time, leave payouts, FMLA/other leave types, etc. through role as My Time leave manager.
• Coordinate and submit job postings for the college. Includes drafting position descriptions/role statements and offer letters, guiding committees, additional advertising outside of USU, etc.
• Benefited and non-benefited onboarding including collecting required work forms assuring government compliance and accountability. Offboarding included as well.
• Maintain electronic filing of documents and historical data.

25% Scholarships and Graduate Funding

• Scholarships:
  • Serving as the college's scholarship specialist including preparing, processing, and maintaining awards and compliance through a central database (Scholarship Universe).
  • Train department staff on Scholarship Universe.
  • Coordinate with the Scholarship Office to ensure accuracy of the college’s awards and applications to make changes as needed.
  • Award, track and withdraw scholarships. Process any exceptions such as credit overrides.
  • Work with students with questions and provide solutions within a timely manner.
  • Monitor for donor and University compliance.
  • Provide and maintain effective reports and data analysis.
• Graduate Funding:
  • Serve as the main point of contact for the college for all graduate funding concerns.
  • Analyze and adjust plans for both short-term and long-term college graduate funding to maximize budgets and boost the college’s recruiting capability.
  • Train college administration and department faculty/staff on graduate funding as relative to their roles.
  • Attend monthly GPC meetings to stay up to date with the School of Graduate Studies.
  • Keep GPC’s and GPD’s in the loop in regards to administrative needs and procedures.
  • Draft/approve graduate student budgets and offer letters. Advise departments in their planning.
  • Submit scholarships and graduate assistantship EPAFs.
  • Reconcile graduate funding and redistribute funds as necessary.

15% Department Advising and Analysis

• Advise Financial Officer of real or potential problems pertaining to personnel.
• Advise departments in their decision making.
• Monitor and enforce compliance to established university policies and procedures.
• Answer inquires pertaining to human resources.
• Maintain Banner records and compile reports from database.
• Maintains compliance with federal and state regulations concerning employment.
• Design and maintain clear documentation for college procedures related to HR functions to share with staff/faculty. Examples: Payroll, faculty/staff hiring, onboarding, etc.

10% Personal Training and Other

• Attend university training staying current on policies and procedures.
• Assist with Business Services training development and sessions as requested.
• Manage and maintain special projects independently as assigned.
• Performs other related duties as assigned.

Qualifications:

Minimum Qualifications:

• This position will be hired as either a Business Assistant II or a Business Assistant III depending on qualifications and duties assigned:
  • For a Business Assistant II: Four years of related work experience; or an associate degree/technical training plus two years of related work experience; or a bachelor’s degree in a business field is required.
  • For a Business Assistant III: Six years of related work experience; or an associate degree/technical training plus four years of related work experience; or a bachelor’s degree in a business field plus two years of related work experience is required.
• Friendly and service-oriented attitude with excellent customer service skills.
• Enjoy working with students and as a selfless member of a team.
• Dependable with a strong work ethic.
• Ability to work under pressure in a fast-paced office environment.
• Excellent organizational skills and attention to detail.
• Deductive reasoning, problem solving, and prioritizing skills.
• Accurate keyboarding and data entry skills.
• Computer skills including Excel, Windows and word processing.

Preferred Qualifications:

• USU experience
• Banner experience
• Prior personnel management experience
• Understanding and appreciation of the arts

Knowledge, Skills, and Abilities:

• Knowledge of accounts payable procedures.
• Knowledge of accounts reconciliation and ability to reconcile accounts.
• Knowledge of methods, practices, and terminology used in preparing and maintaining financial and statistical records/reports.
• Knowledge of purchasing policies and practices for a public institution.
• Skilled with computer programs, including spreadsheets, relational databases, and statistical packages.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Good organizational skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work without supervision.
• Knowledge of University policies and procedures.
• Excellent customer service skills.

Required Documents:

Along with the online application, please attach:

1. Resume/CV 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:Commensurate with experience, plus excellent benefitsADA:

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.

College/Department Highlights:

The Caine College of the Arts (CCA) seeks to make the arts more visible, more innovative, and more fully integrated into the intellectual life of Utah State University and the communities it serves. The CCA is a collaborative community, representing the collective strengths and voices of the arts and it acts as a conduit for connecting people and programs. The CCA offers a visiting artist program that brings important artists, designers, and scholars to campus, is home to award-winning faculty, features a world-class performance hall, offers internships with prominent artists and designers, and operates several international study opportunities. The College houses the Departments of Art + Design, Music, and Theatre Arts, and is closely affiliated with the Nora Eccles Harrison Museum of Art on the USU campus.

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