Business Office Associate

Job description

Job Posting Title: Business Office Associate ---- Hiring Department: Jack S Blanton Museum of Art ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue Until Aug 31, 2029 ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes The Blanton Museum of Art at the University of Texas at Austin is known for its bold vision, from a dynamic reinstallation of the collection galleries in 2017, to the opening of Ellsworth Kelly’s monumental work of art, Austin, in 2018, and redesign of its grounds by Snøhetta in 2023, and the exhibitions and educational programs that define the museum’s role in the community. There is even more to come for the Blanton and the thousands of school and university students and visitors we serve. With a proven track record as a museum that is deeply relevant, and where education is embedded into everything we do, we have put The University of Texas at Austin, and the city of Austin, on the forefront of the visual arts. Benefits-eligible Blanton Museum of Art staff enjoy the same competitive benefits, programs and services available to University of Texas at Austin employees. Blanton staff has access to complimentary admission to the museum, selected museum events, and a 20% discount at the Museum Store. The Blanton is home to a vast array of roles matching a wide range of interests and talents. No matter the staff position at the Blanton, all contribute to the preservation of culture and history for the entire community. We invite you to view and apply for this exciting opportunity. Important to note : this is a three-year position subject to renewal based on funding and performance. Purpose The Business Office Associate assists the Manager of Accounting with financial operations and provides financial support to the Blanton's Finance team, staff, and vendors. Responsibilities include processing payments, reimbursements, travel and procurement transactions, reconciling ProCard activity, maintaining vendor and financial records, and assisting staff with accounting procedures and business processes. This role helps ensure efficient operations, excellent customer service, and compliance with University policies. Must be authorized to work in the U.S. on an ongoing, full-time basis for any employer without sponsorship. Responsibilities Business Operations & Financial Processing: Process payments, reimbursements, ProCard transactions, deposits, correction vouchers, purchase orders, IDTs, PIFs, and Requests for Travel Authorization (RTAs). Maintain payment processing, electronic workflows and update records in University financial and administrative systems. Review transactions for accuracy, including account numbers and DEFINE coding. Serve as a primary point of contact for vendors, staff, student employees, UT Purchasing, and UT Accounts Payable, providing timely updates on approvals, processing status, and policy changes. Financial Guidance & Compliance: Interpret and apply University policies, procedures, and financial regulations to support business operations. Advise internal and external stakeholders on appropriate transaction processing and documentation requirements. Stay current on policy updates and best practices to ensure compliance and consistency in financial transactions. Team Support & Collaboration: Serve as a departmental resource for finance-related questions and administrative processes. Provide backup support for Finance team members as needed. Participate in business meetings and special projects as assigned by the Accounting Manager. Other projects and related duties as assigned. Required Qualifications High School Diploma or GED At least 5 years of clerical experience with a High School Diploma or GED At least 1 year of experience at the Administrative Assistant level with a Bachelor’s Degree Demonstrated knowledge of Microsoft Office Suite tools (in particular, Excel) Strong attention to detail; analytical and organizational skills Ability to follow instructions and work independently Excellent pro-active communication and interpersonal skills Customer service oriented Ability to maintain a positive demeanor regarding repetitive work and repeated questions Relevant education and experience may be substituted as appropriate. Preferred Qualifications Bachelor’s degree Accounts payable experience Previous experience working in a higher education administrative office Previous experience with the University of Texas at Austin’s business applications (e.g. DEFINE) More than the required amount of experience High level experience with MS Office Suite and Excel Experience with both PC and Mac computers Salary Range $43,000 + depending on qualifications Working Conditions: Prolonged screen time Repetitive use of a keyboard at a workstation Manual dexterity Standard office environment May deliver items to Bursar’s Office in the Tower building occasionally Work Shift Monday through Friday, 8:00 am – 5:00 pm (Flexible) Required Materials Resume/CV Letter of interest 3 professional references with their contact information including email address; at least one reference should be from a supervisor Important for 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 that ALL Required 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 questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. ---- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- 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. ---- 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. ---- 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. ---- 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 and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF] ---- 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.