Business Office Administrator, The Harry Ransom Center

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

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 audience through the preservation and sharing of its extraordinary collections. The Ransom Center welcomes and respects all individuals and communities by valuing and maintaining awareness of under-represented perspectives and experiences. To learn more about our institutional mission and values, visit: https://www.hrc.utexas.edu/about/#mission-values.

Assist the Finance Manager and the HRC Director's Office with financial operations, displaying a high degree of initiative and judgment, including responsibility for complex decisions.

• Coordinate exchange of information between HRC employees, HRC Business Office and UT central offices. Approve payment documents and audit to ensure compliance with UT policies.
• Manage EAJ requests and all Purchase Orders over $15K. Coordinate with HRC staff to move contracts through the approval process. Coordinate with Curators and other staff as needed to manage multi-year acquisition payments and request amortization schedules.
• Coordinate detailed financial records, research and correct financial inconsistencies, reconcile accounting transactions, assist with creating expenditure spreadsheets. Maintain accurate and reliable records. Create and update policy and procedures, update Staff Portal page for the Business Office.
• Serve as ProCard holder for the Ransom Center, ensuring that all purchases are compliant. Collect and track receipts. Serve as Electronic Office Manager delegate and DocuSign (DUC) contact.
• Manage payment requests using the Request System, including VP1s, VP2s, and VPEs. Supervise processing of invoices and submit appropriate documentation for payments and reimbursements. Troubleshoot problem payments. Manage OOEFs and obtain proper approvals before processing invoices.
• Supervise and train Business Office Assistant. Serve as backup for their duties as needed. Onboard new staff in regards to UT and HRC financial policies and processes.
• Prepare travel reimbursement requests, using the Request Forms System and DEFINE as needed.
• Supervise Federal Work-Study and student workers, including hiring, assigning duties, and approving timesheets.
• Other related functions as assigned.

• High School graduation or GED.
• Seven years of demonstrated experience working, interacting and interfacing with central processing offices.
• Excellent oral and written communication skills.
• Demonstrated ability to work as a member of a team and to communicate effectively with varied groups.
• Experience using Excel and other Microsoft365 tools.
• Experience preparing, processing, and reconciling a wide variety of accounting documents such as purchase requests, invoices, departmental billings, employee reimbursement and deposits.

Relevant education and experience may be substituted as appropriate.

• Demonstrated experience using DEFINE modules GBM, VP7, GG8, GG9, GGV, VE5, VE6, VPM, VC1, VT6, GTM, and LMM, PointPlus, and UT Market.
• Demonstrated knowledge of UT policies and procedures.
• More than three years experience providing higher-level administrative functions at UT.
• Bachelor's degree.
• Professional demeanor and appearance.
• Demonstrated organizational skills and adherence to work schedule

$52,000.00 (non-negotiable)

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity

• Resume/CV

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

Importantfor 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 thatALLRequired 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 questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

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

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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.

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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.

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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.

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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]

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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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.