Business Operations Specialist I

Job Family Group:

Department/Office:

Time Type:

Compensation:

Please note, starting salaries are based on factors including internal equity, relevant experience, and education.

Exemption Status:

Job Description:

• Receives reviews, analyzes and processes business, financial and payroll/personnel related transactions into a variety of the University software systems. Transactions include a combination of accounting (posting and reconciling), budget development and monitoring, purchasing, travel, records management and/or project scheduling.

• Compiles and analyzes financial information to post entries to accounts in automated finance system; allocates expenditures, encumbrances, receipts, receivables, etc., based on reports and schedules; reviews and processes requisitions; confers with department for clarifications and specifications, and preferred supplies; and/or confers with vendors to obtain product or service information such as price, availability, and delivery schedule.

• Ensures timely and accurate processing of all personnel actions in automated HR system to include, but not limited to, creating and submitting documents/ requests via respective institutional systems, in accordance with established policies and procedures.

• Identifies and resolves issues, concerns, discrepancies, problems, and inconsistencies, determining appropriate corrective procedures. Elevates issues to the supervisor as appropriate.

• Acts as liaison between departments and internal or external customers; interacts with clients by telephone, electronically or face to face to identify and support their transactional needs/requirements; and proactively engages customers through reporting and personal responses.

• Researches and evaluates all relevant information to handle inquiries and complaints; responds promptly to customer inquiries/requests; addresses customer complaints; elevates unresolved issues to the appropriate resources.

• Effectively manages client expectations and provides consistent client updates; keeps records of client interactions, transactions, and actions taken; and communicates and coordinates with internal departments as needed to resolve client issues.

• Plans and provides logistical and administrative support for events, meetings or other special functions, including on-site support and off-campus events. May attend meetings and provide minutes.

• Coordinates courses and faculty teaching schedules.

ADDITIONAL DUTIES

• Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence, patience and integrity to provide professional leadership during emergencies.

• Complies with all Trinity University policies and guidelines.

• Maintains a high degree of confidentiality and ensures safety of all confidential and sensitive information this position is privy to.

• Performs other duties as required.

EDUCATION

Required:

High School Diploma or equivalent.

Preferred:

Bachelor's degree from an accredited institution.

EXPERIENCE

Required:

• Five years of related experience.

• Two years of experience in supporting one or more of the following areas: Purchasing, travel, financial reporting or human resources.

• Experience making decisions and providing administrative support for multiple priorities, scheduling of multifaceted meetings, retreats and/or event planning.

Preferred:

• Experience supporting a business executive level office with complex calendar management.

• Experience working in higher education.

• Advanced proficiency in Microsoft Office suite, Google suite and other commonly-used software programs applicable to business operations.

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

• Excellent oral and written communication skills.

• Ability to research issues and implement solutions.

• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint).

• Excellent organizational skills with strong attention to details.

• Solid analytical/problem solving skills.

• Ability to use independent judgment and initiative to analyze complex situations and to develop multiple choices and recommendations within the scope of established practices and policies.

• Strong ability to multitask with demanding timeframes, ability to organize workloads and complete multiple projects with changing priorities.

• Ability to work with frequent interruptions.

• Excellent interpersonal and teamwork skills to include tact, diplomacy and good judgment in interactions with a diverse group of faculty, staff, students, alumni and external stakeholders.

• Proficiency in all phases of the duties performed.

• Self-starter and self-reliant to work both independently and as part of a team.