Business Assistant II - Utah State University

Overview:

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

 

This position includes excellent benefits such as 13 paid holidays; 12 days of vacation and 12 days of sick leave per year; 50% tuition reduction for employee, spouse, and dependents; competitive health benefits packages and a generous contribution toward your retirement. View more information here: Summary of Benefits 2024-2025.

Responsibilities:

Personnel:

• Serve as college lead in processing and managing hourly and graduate payroll
• Meets personally with employees, or by emails, and phone calls to collect required federal hiring documentation to complete I-9s for the college, ACA compliance, direct deposit, and W-4 tax forms
• Reviews Electronic Personnel Action Form (EPAF) requests for accuracy and assures requests comply with policy prior to submission
• Submits EPAFs for employees; including new hires, terminations, and grad assistantships, and labor distributions
• Answers inquires pertaining to hourly EPAFs, new hire paperwork, job postings, etc.
• Payroll submission in AggieTime – sends reminders and communicates with supervisors, USU’s Human Resources Office and business team
• Generates/prepares complex preliminary reports to verify accurate payroll data
• Submits hourly job postings when requested by departments
• Monitors and enforces compliance to established university policies and procedures
• Develops and maintains spreadsheets and databases to track information
• Attends university training to stay current on policies and procedures
• Manages and maintains special projects independently as assigned
• Maintains electronic filing of documents and historical data

Travel:

• Prepare Travel Authorizations & complete Travel Reimbursements in accordance with travel policies and procedures
• 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

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
• Processes scholarships and tuition waivers in ServiceNow – in accordance with policies and procedures
• May assist with Scholarship Universe (SchU) cycle, and ensures scholarships are accurately set-up and available for student applications

Financial:

• Attaches receipts to P-card Workflow transactions
• Assists in enforcing P-card regulations
• Prepares purchases in EZbuy
• Prepares various documents including journal vouchers, on-campus expenditures, budget transfers, and spreadsheets

 

CHaSS Business Services Team:

• Participate fully in team meetings and trainings 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
• Special projects as assigned

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
• Dependable with a strong work ethic
• Friendly and service-oriented attitude with excellent customer service skills

 

Preferred Qualifications:

• Working knowledge of Banner HR module
• Experience processing EPAFs in Banner
• Working knowledge of USU’s human resources policies
• Knowledge of USU travel policies and procedures

 

Knowledge, Skills, and Abilities:

• Competent in the use of computer programs including Microsoft Office (i.e., Excel, Outlook, Word) and other applications. Proven ability to create formulas and spreadsheets in Excel.
• Strong interpersonal, oral, and written communication skills.
• Experienced in managing multiple responsibilities and deadlines. Able to organize work responsibilities and self-assess personal performance against target objectives.
• Proactive in resolving issues, setting up processes, and providing high-level customer service.
• Ability to take initiative, maintain confidentiality and work without close supervision.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Knowledge of University policies and procedures.
• Excellent organizational skills and attention to detail.

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 qualifications and 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.

College/Department Highlights:

https://chass.usu.edu/

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