Job Description

Job Description
The position works closely with the Business Manager to provide financial and travel support to the History Department. This position provides full-service accounting services by submitting financial transactions, processing reimbursements, honorariums, and deposits, reconciling ledger entries and providing necessary reports while ensuring compliance with University policies. This position will provide departmental assistance to include establishing travel arrangements, entering travel request, arranging direct billed travel, entering expense receipts for traveler's reimbursement, etc. and may negotiate with travel providers. Additionally, this position will provide policy interpretation and have strong knowledge of travel related State and Federal Regulations and UT Fiscal Policy.

Responsibilities
Accounting

Responsible for Accounts Payable (vendor creation, payment of invoices)
Makes purchases on Procurement Card, ensuring that p-card purchases are allowable and compliant with fiscal policy
Reconciles p-card purchase receipts with monthly statements and responds to audit requests
Inputs accounting transactions and ensures that they comply with fiscal policy and that they are appropriately classified
Ensures that supporting documentation for transactions is attached to financial transactions
Responsible for financial entries for scholarship/fellowship and other gift accounts
Prepares deposits
Purchaser for the department - Orders office supplies, books, technology, faculty services and memberships, etc.
Enters, processes and records direct-bill invoices, pays honorariums to guests of the department
Responsible for originating and following-up on correspondence regarding financial issues
Prepares accounting and financial reports providing interpretation of the data
Assists with preparation of the annual budgets and processing necessary changes
Provides guidance to faculty, staff, and students in matters related to compliance with the University fiscal policy
Travel Specialist

Reporting and assisting department with travel reconciliations and training
Assist with travel plans by coordinating with travelers to arrange trip details such as securing airline tickets, transportation and hotel reservations
Process guest traveler requests
Ensure timely processing of requests and provide status updates to travelers
Enter expense receipts for traveler's reimbursement
Request missing information from travelers so that reimbursements can be efficiently processed
Travel Management

Manage last minute travel changes due to weather, hotel over bookings, plane or bus cancellations, or other crises as needed
Collaborate with departments, vendors, internal and external travelers to ensure the most effective program is maintained
Research, make recommendations, and provide detailed travel information to travelers
Participate in procurement of travel-related vendors at the campus level
Ensure compliance with University policy and address any non-compliance matters with the traveler to work to find a resolution that appropriately reimburses the traveler and complies with University policy
Travel Operations

Establish departmental processes for travel management; establish best practices related to travel by determining how non-standard travel requests will be handled and considered and providing guidance based on the established practices.
Responsible for ensuring appropriate accounts are applied in processing departmental travel requests and reimbursements verifying that travel charges are allowable prior to submitting expenses
Subject matter expert for travel related matters, including policy interpretation, acting as a resource to department and advising on questions related to policy and best practices for travel management
Qualifications
Required Qualifications

Education: High School Diploma with a minimum of 3 years of accounting/financial and travel experience.

Knowledge, Skills, Abilities:

Experience in processing financial and travel transactions
Strong customer service skills, attention to detail and time management
Excellent interpersonal, communication and writing skills
Experience in managing travel
Skilled in Microsoft Office
Ability to multi-task
Ability to work well with others
Ability to learn new skills and software, as needed


Preferred Qualifications

Education: Associates Degree with a minimum of 2 years of accounting/financial and travel experience.

Experience: Higher education

Knowledge, Skills, Abilities:

Knowledge of UT travel policies and guidelines