Job description
Overview:
USU’s statewide system features three residential campuses, 30 total campus locations, and 23 Extension education centers. The university employs 903 full-time faculty members, 124 executive administrators, and 1,649 full-time support staff. USU offers 115 undergraduate majors, as well as 91 master’s and 42 doctoral degrees. Learn more about USU.
A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.
The USU main campus is located in beautiful Logan, Utah, a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.
USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.
USU endeavors to provide reasonable accommodations to ensure equal access in all aspects of employment to qualified persons with disabilities. To request a reasonable accommodation for a disability, please contact the university’s ADA Coordinator in the Human Resource office at 435-797-0122 or submit a request at hr@usu.edu.
USU Land Acknowledgment
Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266
The College of Humanities and Social Sciences has an opening for a full-time Business Assistant II or III. This position is part of the Business Services Team for the college and focuses on human resources processes, scholarships, non-capital asset inventory, and other financial services. The position is located within the Dean’s Office and will report to the college business manager. The position will be hired at either level II or III based upon qualifications and experience along with the scope and responsibilities assigned. A Business Assistant III will have more responsibilities with an increased scope and complexity of duties.
Responsibilities:
Personnel:
- Serves as college lead in processing and managing hourly and graduate payroll
- Meets personally with employees, or by emails, and phone calls to collect required federal hiring documentation to complete I-9s for the college, Affordable Care Act compliance, direct deposit, and W-4 tax forms
- Reviews Electronic Personnel Action Form (EPAF) requests for accuracy and assures requests comply with policy prior to submission
- Submits EPAFs for employees; including new hires, terminations, and grad assistantships, and labor distributions
- Answers inquires pertaining to hourly EPAFs, new hire paperwork, job postings, etc.
- Payroll submission in AggieTime – sends reminders and communicates with supervisors, USU’s Human Resources Office and business team
- Generates/prepares complex preliminary reports to verify accurate payroll data
- Submits hourly job postings when requested by departments
- Develops and maintains spreadsheets and databases to track information
- Attends university training to stay current on policies and procedures
- Manages and maintains special projects independently as assigned
- Maintains electronic filing of documents and historical data
Scholarship Specialist:
- Coordinates requests for student scholarships, fellowships, and graduate tuition waivers
- Processes scholarships and tuition waivers in ServiceNow – in accordance with policies and procedures
- Develops and maintains spreadsheets and databases to track information and uses reporting tools to analyze data and reconcile post-awarding to verify correct and complete
- Coordinates Scholarship Universe (SchU) cycle, and ensures scholarships are accurately set-up and available for student applications
- Coordinates scholarship application timelines with the financial managers
- Serves as college liaison to the USU Scholarship Office
- Maintains electronic filing of documents and historical data
Financial:
- Prepares various documents including journal vouchers, on-campus expenditures, budget transfers, and spreadsheets
- Attaches receipts to P-card Workflow transactions and assists in enforcing P-card regulations
- Prepares purchases in EZbuy
- Processes and coordinates Non-Capital Asset Inventory for the college which consists of over 500 individual inventory items spread out over 13 departments
- Works closely with college/department stewards to maintain current, accurate asset information
- Generates/prepares complex preliminary reports from AssetView to verify correct data
- Develops and maintains record keeping systems
CHaSS Business Services Team:
- Work on college-wide projects as assigned by the financial officer
- Participate fully in team meetings and trainings at the college and university level
- Back up other business assistants/managers within the college on various transactions as needed/requested
- Be a part of the solution when changes are initiated or required
Minimum Qualifications:
- The position will be hired at either a Business Assistant II or III level based upon the following qualifications along with the duties assigned:
- Business Assistant II level: four years of related work experience; OR a business/finance bachelor’s degree; OR an equivalent combination of education and experience.
- Business Assistant III level: six years of related work experience; OR a business/finance bachelor’s degree plus a minimum two years of related work experience; OR an equivalent combination of education and experience.
- Job offer contingent upon the successful completion of a background check
Preferred Qualifications:
- Working knowledge of Banner HR module
- Experience processing EPAFs in Banner
- Working knowledge of USU’s Human Resources policies
Knowledge, Skills, and Abilities:
- Competent in the use of computer programs including Microsoft Office (i.e., Excel, Outlook, Word) and other applications. Proven ability to create formulas and spreadsheets in Excel.
- Experienced in managing multiple responsibilities and deadlines. Able to organize work responsibilities and self-assess personal performance against target objectives.
- Proactive in resolving issues, setting up processes, and providing high-level customer service.
- Ability to take initiative, maintain confidentiality and work without close supervision.
- Skilled with basic office equipment, including printers, copiers, and telephone systems.
- Knowledge of University policies and procedures.
- Attention to detail.
Along with the online application, please attach:
- Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
- Contact information for three professional references (to be entered in the Candidate Profile under "References")
- Cover letter to be typed/pasted at the end of your application
**Document size may not exceed 10 MB.**
Advertised Salary: Commensurate with qualifications and experience, plus excellent benefits ADA:
Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.
University Highlights:
Utah State University (USU) was founded in 1888 and is Utah’s land-grant and space-grant university. USU is one of only 146 research institutions in the U.S. classified as R1 “very high research activity” by the Carnegie Classification of Institutions of Higher Education. As one of the two premier research institutions in Utah, USU provides a high-quality education at an affordable price. With its main campus in Logan, the university serves approximately 27,500 students, including 24,255 undergraduates and 3,171 graduate students. USU Online has served students from all 50 states and 55 countries for 25 years.
USU’s statewide system features three residential campuses, 30 total campus locations, and 23 Extension education centers. The university employs 903 full-time faculty members, 124 executive administrators, and 1,649 full-time support staff. USU offers 115 undergraduate majors, as well as 91 master’s and 42 doctoral degrees. Learn more about USU.
A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.
The USU main campus is located in beautiful Logan, Utah, a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.
USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.
USU endeavors to provide reasonable accommodations to ensure equal access in all aspects of employment to qualified persons with disabilities. To request a reasonable accommodation for a disability, please contact the university’s ADA Coordinator in the Human Resource office at 435-797-0122 or submit a request at hr@usu.edu.
USU Land Acknowledgment
Please visit our website to learn about Utah State’s land acknowledgment of the eight tribes of Utah.
Notice of Non-discrimination
In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.
The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:
Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266
Title IX Coordinator Matthew Pinner, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266
Mailing address: 5100 Old Main Hill, Logan, Ut 84322
For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:
U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov
U.S. Department of Education, Denver Regional Office, 303-844-5695, OCR.Denver@ed.gov
updated 11/2022
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