Business Office Assistant

University Of Texas At Austin Austin , TX 78719

Posted 2 months ago

Job Posting Title:

Business Office Assistant


Hiring Department:

Harry Ransom Center


Position Open To:

All Applicants


Weekly Scheduled Hours:
30


FLSA Status:

Non-Exempt


Earliest Start Date:

Immediately


Position Duration:

Expected to Continue


Location:

UT MAIN CAMPUS


Job Description:

To assist the Business Office and Director's Office in the day to day operations of the Ransom Center.


Job Details:

General Notes

About the Harry Ransom Center

The Ransom Center is an internationally renowned humanities research library and museum at The University of Texas at Austin. Its extensive collections provide unique insight into the creative process of writers and artists, deepening our understanding and appreciation of literature, photography, film, art, and the performing arts. Visitors engage with the Center's collections through research and study, exhibitions, publications, and a rich variety of program offerings including readings, talks, symposia, and film screenings.

The Ransom Center encourages discovery, inspires creativity, and advances understanding of the humanities for a broad and diverse audience through the preservation and sharing of its extraordinary collections.

The Ransom Center welcomes and respects all individuals and communities by valuing and consciously maintaining awareness of diverse perspectives and experiences. We welcome applicants from under-represented groups and those who can demonstrate a commitment to inclusion.

This position is salaried, 30 hours per week, Monday through Friday, 8:00am

  • 2:30pm, which includes a 30 minute lunch.

Responsibilities

  • Assist and serve as primary back-up to Business Office Associate. Assist Business Office and Department Heads as needed. Process patron orders and petty cash income. Use Define and Request System to process income vouchers as well as assist with creating payment vouchers. Track and record payment vouchers and reconcile payments. Train and supervise work study students.

  • Pick up and deliver/distribute mail, equipment and packages throughout the building, coordinating with FedEx, Campus Mail, and Campus Distribution personnel. Prepare and handle large shipments, as well as photoduplication and online orders. Monitor and expedite special handling and express shipments. Act as courier for Director and departmental officers. Receive, record, route and deliver both fragile collection and non-collection deliveries.

  • Responsible for ordering, stocking, maintaining, and organizing general office supplies for the Ransom Center. Coordinate with Facilities Manager to assemble, move, and relocate office furniture, supplies and other items, including bulky items, as needed. Prepare orders for supplies, services and equipment using UT Market, and Procard purchases through Amazon and other vendors. Maintain all appropriate procurement records and notes.

  • Responsible for tracking and managing desktop/laptop computer inventory and purchasing. Liaise with technology services to replace/repurpose/repair computers according to warranty and expected life cycle. Work with Facilities Manager to surplus outdated or non-functioning computers.

  • Responsible for the daily preparation of morning coffee for the Center. Provide support with set-up and clean-up for weekly Ransom Center Wednesday Coffee and occasional events and receptions. Maintain clean and functional designated food prep and break room areas.

  • Serve as back-up for Director's Office receptionist, greeting visitors and receiving/distributing phone calls using a multi-line phone system.

  • Other related and miscellaneous functions as assigned.

Required Qualifications

  • High school graduation or GED. Three years of experience with clerical functions.

  • A commitment to promoting a positive, inclusive and diverse work environment.

  • Experience managing multiple, conflicting deadlines and priorities.

  • Experience working within a busy office environment with frequent interruptions.

  • Professional demeanor.

  • Strong communication skills and diplomacy.

  • Research and problem-solving skills.

  • Persistence and a passion for learning new things.

  • Must be able to lift up to 40 lbs.

  • Must be able to walk or traverse on campus for up to 20 minutes.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

  • Experience working with UT DEFINE and FRMS for purchasing, including Pointplus and UT Market.

  • Familiarity with Microsoft Excel, Outlook, and Word.

  • Knowledge of UT accounting policies and procedures.

  • Ability to work as a team member and to work with or without supervision.

Salary Range

$22,500 annually + depending on qualifications. Salary is based on 30 hours per week.

Working Conditions

  • Standard office conditions including repetitive use of a keyboard at a workstation.

  • Moving and lifting of up to 40 lbs.

  • Walking or traversing on campus for up to 20 minutes.

Work Shift

Monday through Friday 8:00am

  • 2:30pm, which includes a 30 minute lunch.

Required Materials

  • Resume/CV

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

  • Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.


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.


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.


Background Checks:

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


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.


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.


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) [PDF]
  • E-Verify Poster (Spanish) [PDF]
  • Right To Work Poster (English) [PDF]
  • Right To Work Poster (Spanish) [PDF]

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 2018 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.


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Business Office Assistant

University Of Texas At Austin