Assistant Business Administrator - University Libraries

Description:

Assists the Business Administrator with the day-to-day management of budgetary, financial, personnel and administrative functions for a college.

1. Provides financial accountability and ensures compliance with State and university guidelines by functioning as certifying signature authority.
2. Manages the monthly reconciliation of accounts and generates monthly financial and budget reports for departments and centers.
3. Administers personnel and payroll activities to include reconciliation of payroll records and salary reallocation process.
4. Assists department staff with personnel issues and maintains personnel files.
5. Participates in the development of the annual budgets.
6. Trains and provides guidance to departmental staff regarding the use of university forms and the application of university and college policies and procedures.
7. Supervises support staff and student workers as assigned in the central business office and/or Dean's Office.
8. Develops and maintains informational databases for the college.
9. Represents the college on behalf of the Business Administrator as required.
10. Performs other job-related duties as assigned.

Position Summary:
As part of the UH Libraries Finance team, the Assistant Business Administrator works with the College Business Administrator (CBA) and Department Business Administrator (DBA) to ensure that all financial, budgetary, and administrative functions are completed accurately and in a timely manner.

Duties Specific to This Position:
- Processes financial documents including, but not limited to, Peoplesoft vouchers and requisitions and Concur travel requests and expense reports.
- Assists in creating and reviewing contracts for the Libraries and maintains spreadsheets and all documentation related to contracts.
- Trains and supervises 1-2 staff members and/or students in financial and administrative functions.
- Helps provide guidance to Libraries employees on business operations and related policies and procedures.
- Interprets, reviews, and updates departmental procedures to ensure compliance with University policy.
- Monitors a shared email account for the Libraries finance team and collaborates with them to manage requests and inquiries.
- Assists College Business Administrator in preparing reports as needed.
- Serves as the finance team’s point of contact in the absence of the College and Department Business Administrators.
- Assists with, and may complete, cost center verifications.
- Deposits checks and creates journals for online cash deposits.
- Researches and corrects reconciliation discrepancies in reallocations and journal vouchers.
- Performs other job-related duties as assigned.

Required Qualifications Specific to This Position:
Experience with finance and administration processes, specifically procurement and purchasing
Experience supervising and/or training

Preferred Qualifications Specific to This Position:
Experience with Peoplesoft Finance
Experience completing travel requests and expense reports in Concur
Experience creating or reviewing contracts and purchase orders

Knowledge, Skills, and Abilities:
Exceptional organizational and time management skills
Precise attention to detail and excellent verbal and written communication skills
Ability to manage multiple competing priorities
Capacity to be an effective team member and to work independently
Commitment to providing excellent customer service

The following documents are required:
- Cover letter detailing how your work experience has prepared you for this position
- Resume
- Contact information for three professional references

Incomplete applications will not be reviewed or considered.

Experience will be considered in lieu of education.  

MQ: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Requires a minimum of three (3) years of directly job-related experience.

All positions at the University of Houston-System are security sensitive and will require a criminal history check.

The University of Houston System and its universities are Equal Opportunity Institutions. Everyone is encouraged to apply.