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The purpose of this position is to assist the Business Manager with fiscal, office operations, and data management responsibilities, and provide advanced administrative support in the Department of Retail, Hospitality & Tourism Management. Under the general direction of the Business Manager, this position supports the department's central operations by providing administrative support to the department (Department Head, Business Manager, Advising Coordinators, Graduate Assistants, and main office staff). This position will also provide direction and assistance to faculty and staff for fiscal compliance along with granting agency guidelines and will address questions and concerns in a timely manner.

Duties and Responsibilities:

Financial:

• Post accounting transactions in IRIS for regular and contract invoices, purchase orders, honorarium/consultant payments, petty cash reimbursements,

and internal transfer vouchers

• Process departmental scholarships

• Reconcile monthly financial ledgers for assigned accounts including state appropriated accounts, start-up accounts, seed accounts, endowed and

non-endowed gift accounts, income accounts, and research accounts

• Manages new vendor creation and enters requisitions

• Assists Business Manager with payroll reconciliation and post-award management and compliance

• Interpret data for preparation, analysis, and submission of reports providing estimates, projections, and spending recommendations to the Business

Manager

• Initiate and create asset records for equipment inventory

• Prepares and submits facilities and equipment inventory

• Manages gift card inventory; provides reports to Business Manager to ensure award compliance

• Assist Business Manager with preparation of the annual fiscal year budget

• Maintain and monitor travel budget

• Procure office supplies and memberships using procurement card

Travel:

• Creates and submits travel requests and travel expense reports

• Creates guest travelers when needed for search candidates and other departmental guests

• Implements departmental travel procedures, submits requests to the college for travel funding assistance

• Maintains and manages individual travel budgets for all faculty, staff, and students who are eligible to travel throughout the fiscal year

• Advises Department Head on travel funding used, to aid in decision making process for use of additional funds outside of the allotted budget

• Coordinates travel for all guest travelers (search candidates, guest speakers, etc.)

• Processes various travel reports to insure all reimbursements are processed and received, and to assist the traveler with any problems

throughout the process

• Assist faculty, staff, and students with policies, procedures, and form completion throughout the travel process

• Researches reasonably priced airline tickets and hotels for the department head and the department’s guests (interview candidates, guest

speakers, etc.)

Operational Administration:

• Supervise Federal Work Study students: schedules, payroll, work assignments

• Maintains department head calendar

• Record faculty meeting minutes

• Assist Advising Coordinators with administrative tasks

• Assist faculty, staff and search committees with coordinating meetings and space

• Assists with facility related projects, and ensures RHTM office is maintained (clean, organized, etc.)

• Assist new faculty, graduate assistants/associates, and staff members in learning department and university policies and procedures

• Assist with other administrative duties as needed

Required Qualifications:

• High School Diploma or GED

• At least two years of office experience in a position that requires accounting skills.

• Knowledge and mastery of standard accounting principles (GAAP)

• Proficiency with common office and database software

• Effective organizational, prioritization, and problem-solving skills

• Strong written and verbal communication skills, and ability to communicate with multiple audiences

• Ability to work independently and as a team player

• Ability to adapt to changes that might occur in the office environment, and be able to work with deadlines

• Ability to expand knowledge in needed areas such as learning new software programs

• Proficient with spreadsheets and ability to compile data and generate reports

• Ability to take initiative

Preferred Qualifications:

• Bachelor's degree (Business, Accounting, or related field)

• At least one year of experience with Banner and IRIS systems.

• Knowledge of IRIS, Adobe Acrobat Professional, Banner, Argos, Admit, AdAstra, Marketplace

• Knowledge of UT fiscal and human resources policies

• Knowledge of Uniform Guidance