Business Assistant II

Overview

The Emma Eccles Jones College of Education and Human Services business services team is seeking a motivated and detail-oriented individual to join our team. Providing financial services support in cash handling, hiring, inventory, payroll, purchasing, and travel services, the Business Assistant 1 contributes to the success of the Psychology Department. The position requires excellent interpersonal and communication skills, the ability to balance multiple projects and deadlines, and the desire and capacity to work both independently and collaboratively as part of a productive team.

 

The position will be hired at either a Business Assistant II or III based upon qualifications, level of experience that fit the scope, and responsibilities assigned (please see Qualifications section). A Business Assistant III will have more responsibilities with an increased scope and complexity of duties.

 

This position is eligible for excellent benefits including: 13 paid holidays, 12 days of paid leave and 12 days of sick leave per year, 50% tuition reduction for employee and spouse, competitive health benefits packages and a generous contribution into your retirement. View more information here: Summary of Benefits 2024-2025

Responsibilities

Provide Hiring, Onboarding, Payroll, and Leave Management Services:

• Submits timely and accurate job postings for hourly or salaried positions.
• Collects required hiring forms and securely maintains personnel files as needed.
• Set up hourly employees in time tracking system and support biweekly payroll processes.
• Set up benefited employees in time tracking/leave system and act as leave manager.

Provide Purchasing Services:

• Coordinates purchase requests from faculty/staff.
• Collects receipts from cardholders and/or delegates, reviews for policy/procedure adherence and appropriate use, and attaches receipts in the p-card system.

Provide Travel Services:

• Prepare Travel Authorizations & complete Travel Reimbursements in accordance with travel policies and procedures
• Provides professional customer service, responds to questions by phone, in-person and by email in a prompt, courteous manner

Provide Inventory Tracking Support:

• Gathers information for non-capital inventory items, enters them in AssetView asset tracking system, and updates as non-capital inventory items change and coordinates with equipment management on capital inventory adjustments.

Provide Other Financial & Departmental Support:

• Processes journal vouchers as designated.
• Works collectively with department personnel to provide office coverage.
• Works with college scholarship specialist to process award transactions and support Scholarship Universe.
• Performs other duties as assigned.

In addition to the above, the Business Assistant III will also be responsible for the following:

• Work with department head and graduate program coordinator in identifying graduate assistantships for academic year.
• Identify employees that will be working remotely, and process telework approval in a timely manner. Keep track of active telework agreements and help employees renew their approval.
• Identify and track student research funding.
• Provides support to the business manager on the monthly reconciliation of designated indexes.
• Review monthly animal charges with grant principal investigators for any errors and make sure that the charges on being billed to the correct index.

Qualifications

Minimum Qualifications

The position will be hired at either a Business Assistant II or III based upon the following qualifications and responsibilities assigned:

• Business Assistant II: Four years of directly related financial work experience with increasing responsibilities or associate degree/technical training plus two years of related work experience or an equivalent combination of education plus experience.
• Business Assistant III: Six years of directly related financial work experience with increasing responsibilities or bachelor’s degree in a business field plus two years of experience or an equivalent combination of education plus experience is required.

Preferred Qualifications

• Experience in payroll processing at USU through AggieTime/Banner.
• Experience in MyTime setting up schedules and/or leave manager.
• Experience in ServiceNow P-Card system as receipt attacher or cardholder.
• Working knowledge of USU’s purchasing policies
• Working knowledge of USU operational policies.
• Keyboarding and ten-key skills to support accurate and timely data entry.

Knowledge, Skills, and Abilities

• Knowledge of purchasing and accounts payable procedures including those that relate to a public institution.
• Knowledge of accounts reconciliation and ability to reconcile indexes.
• Knowledge of hiring and payroll procedures.
• Skilled with computer programs, including Excel and Windows.
• Strong interpersonal skills along with a demonstrated ability to work collaboratively with a diverse group of people. 
• Ability to develop professional documents and accurate reports.
• Skilled with basic office equipment, including printers, copiers, fax/scanners and telephone systems.
• Ability to handle sensitive and confidential business data and personal information.
• Able to create a team-based environment within the program, department, and college.
• 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.
• Excellent customer service.

Required Documents

Along with the online application, please attach:

Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”

Names and contact information for 3 professional references to be entered in the Candidate Profile

Cover Letter to be typed/pasted at the end of your application

**Document size may not exceed 10 MB.**

Advertised Salary

Minimum $37,000; Commensurate with 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

The Emma Eccles Jones College of Education and Human Services is committed to inclusive excellence in research, teaching, and service activities across a wide array of education and human service fields. The college is home to eight academic departments with approximately 200 faculty who are engaged in innovative research and high-quality graduate and undergraduate education. The college’s programs and outreach missions are strengthened by an on-campus elementary laboratory school and five stand-alone centers. Faculty, students, and staff within the college also engage with a broad range of community partners to both provide opportunities for community-engaged research and learning and enhance the quality of education and human service programs throughout the state of Utah.

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

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