Code
0117
PCLS
C4048
Pay Grade
111
Exempt
No
ORP
No
EEO Code
4
Title
Business Assistant
Description

Business Assistant provides administrative support to the Vice President for Administration and Finance and the Office of Budget and Strategic Financial Planning that involves planning, organizing and performing a variety of complex technical, clerical, and administrative duties. This position works under the supervision of the Director of Budget and Strategic Financial Planning, and within a team environment. 

Examples

Assists Office of Budget and Strategic Financial Planning in preparation of the annual operating budget. Reviews requests for budget transfers to ensure compliance with university policies and procedures, verifies availability of funds and contacts departments when budget is unavailable, and then posts the entries after they are approved. Completes monthly encumbrance liquidations for fringe and longevity. Creates and maintains position control numbers for part-time, student, and adjunct faculty.  Maintains files, fiscal records, and confidential and restricted information. Coordinates and manages meetings, activities and/or work within the Administration and Finance Division, Budget Oversight Committee, and other events hosted by the Vice President. Manages the calendar of the Vice President for Administration and Finance, makes appropriate travel arrangements and prepares travel reimbursements documents. Handles student inquiries and prepares financial appeals for the Vice President to review. Performs specialized tasks requiring high level of keyboarding and Microsoft Office software skills, computer operation. Handles routine and confidential correspondence and screens visitors of the office. Maintains the Office of Budget and Strategic Financial Planning and the Administration and Finance webpages. Maintain confidentiality in all matters related to the division, including organizational plans and human resources matters. Distributes daily accounts payable checks to vendors. Provides back-up in the Business Office, as needed.  Performs other duties as assigned.

Physical Condition

Typical work environment is an office, working at a desk for long periods of time. Regular computer keyboard, mouse and monitor use.  

Experience

Must demonstrate progressive and responsible experience in business practices and procedures, including office and administrative work.  Word processing/PC experience is required.  High level of quality service in meeting with various constituencies of the university and promoting prompt assistance in support of the Administration and Finance Division.  Self-motivated and takes initiative to manage the office and projects. Previous Teller or cash handling experience is preferred.

Knowledge

Excellent written and oral communication required. Experience in proofing and editing documents. Ability to independently research and prepare slide presentations. Thorough knowledge of modern office practices, procedures, and equipment. Excellent computer skills and knowledge of software technology generally applicable to accounting and budgeting; Word, Excel, and PowerPoint. Knowledge of Banner is desirable.

Education

High School graduate or equivalent required. Associate degree from an accredited institution preferred.

Additional Requirements

Ability to work independently to complete assignments with high degree of accuracy and professionalism. Must be able to understand, interpret, explain, and apply pertinent university policies and procedures clearly and accurately. Excellent communication and interpersonal skills. Must be able to handle situations with diplomacy and tact, and to maintain pleasant, polite and effective working relationships within the department, with students and all members of the university community. Ensures confidentiality and security of all information resources. 


Standard Requirements

Requires the ability to maintain positive working relationships with students, faculty, staff, and the community. Must adhere to University’s core values: People-Centered, Community, Integrity, Visionary, and Connections, per the MSU Texas Values Journey. Personal cell phone usage may be required to complete position duties, including multi-function authentication requirements. Regular reliable attendance is required.

This position is designated as security sensitive (Mod) and requires a criminal background check. Position is designated as a Responsible Employee as outlined by Title IX. May serve as Campus Security Authority as outlined by the Clery Act.

Last Updated 10-24-2023