Job Summary
The Office of Alumni Relations seeks a motivated and career minded individual to join our team. The administrative officer position is responsible for various administrative tasks within the department including preparing and analyzing financial information, preparing reports and financial statements, analyzing and monitoring budgets, working with staff on business travel, and other operational and office duties. The successful candidate will have strong written and verbal communication, administrative, and time management skills and the ability to manage multiple priorities and projects. The successful candidate will be a detail-oriented self-starter with a strong orientation towards customer service, will possess superior organizational skills, will display the ability to meet deadlines while working independently. Knowledge of Excel is required.
Responsibilities
Job Responsibilities:

Monitors budgets and expenditures to ensure limitations are not exceeded and makes budgetary recommendations and adjustments.
Accurately code and process all financial transactions in a timely manner.
Submit purchasing requisitions per University purchasing guidelines.
Coding and reallocation of all purchasing card transactions.
Coordinates details such as purchasing activities, personnel actions, document control, account coding for financial transactions and overseeing the maintenance of departmental records.
Interacts with internal and external auditors and participates in auditing projects.
Manages administrative needs of University travel for the department staff: serves as travel arranger and is responsible for reconciling accounts and preparing expenditure statements for trips in Concur.
Assists with organization of storage items, files, archives, office supplies, and office policies.
Manages shared department purchasing card by maintaining check-in/check-out log, managing receipts, and ensuring users adhere to card rules. Manages usage of department golf cart.
Schedules and plans staff meetings, oversees staff conference room calendar, and assists with staff related documents like rosters & birthdays.
Collaborates with Director of Administration on the implementation and operation of Alumni Relations policies and practices in compliance with university, state, and federal policies, specifically related to HR, finance and purchasing, and operations.
Interpret policies and recommend internal controls.
Reviews changes in university policy, federal regulations and contractual requirements and coordinates implementation procedures.
May develop departmental procedures as needed.

Problem Solving:

This position requires the ability to:
Apply generally accepted accounting principles and University policies and procedures to a variety of situations.
Interpret complex policies and effectively communicate the information in an easily understood manner.
Provide analysis of each situation, easily recall past transactions, and use professional judgement in reaching a solution.
Recommend changes to accounting/operating procedures based upon analysis performed and specialized knowledge.

Minimum Qualifications
Bachelor’s degree in Accounting, Finance or a related field, plus one year related experience or equivalency (two years of related work experience can be substituted for one year of education) required. A thorough understanding of general ledger accounting practices, cost analysis and accounting principles, as well as demonstrated analytical, problem solving, human relations and effective communication skills also required.

Knowledge of PeopleSoft or Access databases may be preferred in some areas.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Minimum Qualifications: Your minimum qualifications should match the minimum qualifications in our Job Code Table verbatim. Any deviations from these qualifications can be moved to Preferences.
Preferences
Preferences: Knowledge of PeopleSoft and excel preferred

Type Benefited Staff
Special Instructions Summary
Additional Information
The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.


Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.


The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.