Business Assistant II - Utah State University

Overview:

The College of Science Business Services Team is seeking a Business Assistant II in the Department of Biology. The successful applicant will work closely with the Department of Biology Business Team, Department Head, faculty, staff, the College of Science Financial Officer, and Business Services team to provide accurate and timely financial reporting and transactions.

 

The Business Assistant II is distinguished from the Business Assistant I in that incumbent possesses the knowledge and experience to manage duties of a more complex nature.

Responsibilities:

Purchasing Agent (50%)

• Attach Pcard receipts with a goal of less than 30 days from purchase to receipt uploaded to the transaction in Service Now, and a goal of less than 45 days to record the transaction. This duty includes tracking down receipts and sending approvals reminders.
• Assist with the submission of EZ Buy carts, verification of proper purchasing procedures and correctly filled out forms, maintaining all USU Purchasing policies.
• Process Invoices. Includes submitting invoices ready to pay to Accounts Payable, contacting vendors when necessary, keeping records of purchases.
• Answer questions about purchasing and training new department members on purchasing procedures.

Department HR Consultant (30%)

• Payroll submission in AggieTime – Verify FOAPALs, assure that all hours have been approved, Business Services contact for supervisors and hourly employees, send reminders, Submit AggieTime.
• Assist with the hiring process, including Handshake and Icims. Answer hiring and payroll questions
• Prepare and enter EPAF requests into Service Now, to be completed at the College level. Maintain records of EPAFs requested and processed.

Travel Specialist (10%)

• Make Travel and Lodging arrangements for seminar speakers and faculty search candidates.
• Assist department faculty, staff, and students with making travel and lodging arrangements as the department travel specialist. Works closely with the college travel specialist.
• Answer travel and travel policy related questions.

Administrative Support (10%)

• Enter OCEs, Journal Vouchers, and Labor Reallocations into Banner when needed
• Generate reports in Argos, compile data for the Business Managers to analyze. May also assist with the Seminar and Equipment Inventory Committees
• Other Duties as Assigned, including but not limited to department event set up, and assisting the department’s office manager and department head.

Qualifications:

Minimum Qualifications:

• 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
• Should be proficient in the use of Microsoft Word, Excel, and Outlook. Should have good interpersonal skills and show excellent customer service skills.

Fundamental Abilities:

Within the scope and complexity of each position’s responsibilities, each incumbent is expected to possess and demonstrate the following abilities:

Communicating: Communicates effectively both verbally and in writing.

Problem solving: Analyzes information and evaluates results to select the best solution and solve problems.

Monitoring: Measures performance of self; makes improvements and takes appropriate corrective action.

Critical Thinking: Comes to well-reasoned conclusions, solutions, and approaches to problems.

Team Building: Works to create a team-based environment. Consistently demonstrates cooperative behavior with colleagues, supervisors, and customers.

Active Listening: Gives full attention when others are speaking; listens to understand, asks questions as appropriate, and does not interrupt.

Service Orientation: Actively seeks opportunities to help others.

Conflict Resolution: Acts professionally when encountering customers who, at times, may be frustrated or threatening.

 

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. 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.

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