Travel and Entertainment Specialist, Astronomy Program

Job Posting Title:

Travel and Entertainment Specialist, Astronomy Program ----

Hiring Department:

McDonald Observatory ----

Position Open To:

All Applicants ----

Weekly Scheduled Hours:

40 ----

FLSA Status:

Exempt from FLSA ----

Earliest Start Date:

Immediately ----

Position Duration:

Expected to Continue ----

Location:

UT MAIN CAMPUS ----

Job Details:

General Notes

The McDonald Observatory is a major astronomical research facility in the Davis Mountains of West Texas, in Fort Davis, Texas (440 miles from the UT Austin campus). The Observatory offers state-of-the-art telescopes and research instruments, hosts global observatories, and engages the public through educational programs.

This position is based on the UT Austin campus and coordinates travel and official occasion entertainment requests and payments for McDonald Observatory and the Department of Astronomy. Responsibilities include travel arrangements and reimbursement, assistance with official occasion requests, and accounts payable and receivable processing. This position helps ensure policy compliance and consistent coverage

UT Austin offers a competitive benefits package that includes:

100% employer-paid basic medical coverage.

Retirement contributions: Teacher Retirement System of Texas (TRS)

Paid vacation and sick time.

Paid holidays .

Please visit our Human Resources (HR) website to learn more about the total benefits offered.

Purpose

The Travel and Entertainment Specialist serves as the primary point of contact and resource for departmental business travel and entertainment requests and payments. In this role, you assist with and arrange travel for staff, faculty, students, and non-employees, and process reimbursements. Process entertainment documentation and expenses in coordination with the business officer for official occasions. As a business office team member, you support administrative and departmental operations and accounts receivable, accounts payable, and purchasing as required.

Responsibilities

Travel Request and Processing. Receive and process travel authorizations (RTA) from faculty, staff, students, and visitors, and arrange travel or confirm self-arrangements, requesting additional documentation as needed. Before processing, obtain the necessary approvals from supervisors and account holders, and ensure compliance with UT and departmental policies. Verify account compliance and funding. Research and make reservations by phone, online, or through a travel agent for airfare, car rentals, registrations, etc. Secure lodging and include traveler information if requested. Communicate effectively with travelers and troubleshoot issues, offering possible resolutions.

Travel Reimbursement and Vendor Payments. Prepare and promptly process accurate travel reimbursement vouchers for department faculty, staff, students, and visitors, ensuring compliance with UT and departmental policies. Process vendor payments billed directly to the department. Provide documentation and support for contract payments and for departmental Citibank ProCard and Travel Card transactions. Prepare interdepartmental transfer vouchers to charge food, lodging, and car rentals to the appropriate accounts. Monitor travel budgets to ensure compliance with account requirements, and process account transfers and charge corrections as directed. Maintain accurate documentation for all transactions. Prepare reports, such as expenses by department code or allocation.

Entertainment and Official Occasion Process and Reimbursement. Reviews requests for entertainment for business purposes, confirms fund sources that may be used for such purposes, and provides guidance for the reasonable expenditure of funds or other expenses often related to reimbursement from institutional funds. Ensures compliance with department procedures, state laws, IRS, and UT System Regents rules.

Business Office Support. Communicate and collaborate with the business office team and stakeholders. Perform and back up coworkers’ administrative, purchasing, and accounts payable duties as required, and provide ongoing team support to meet business needs.

Compliance and Reporting. Maintains travel and entertainment policies and ensures compliance with department, campus, state, and federal guidelines. Liaise with Travel Management Services and stay current on the university's travel policies and procedures. Assist faculty, staff, students, and researchers in interpreting and implementing these policies. Communicate and post website updates as procedures change. Identify process and resource efficiencies to meet customer needs.

Required Qualifications

High school graduation or GED.

Experience with Microsoft Office suite, including an intermediate skill level in Excel and Word.

Working knowledge of travel and entertainment policy, expense reimbursement rules, or the ability to learn them quickly.

Ability to assess high-volume workload and prioritize tasks while demonstrating attention to detail and accuracy to meet deadlines and manage concurrent projects in multiple areas successfully.

Strong interpersonal and problem-solving skills, including customer-service excellence for handling inquiries from the department.

Excellent oral and written communication skills, with strong writing and proofreading skills.

Ability to work independently and as part of a team.

Ability to interact and maintain productive working relationships with staff, faculty, students, and visitors, and maintain a positive and professional demeanor.

Ability to learn quickly and be flexible.

Experience taking ownership of projects and seeing them through to successful completion.

Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position.

Professional demeanor and dependability.

Ability to exercise a high level of discretion and handle sensitive or confidential matters with professionalism and care.

Reliable and dependable attendance.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s degree in accounting, finance, business administration, or a related field.

Strong knowledge and experience in travel and entertainment expense review, audit, approval, compliance, or reimbursement documents in a high-volume environment, preferably in higher education.

Experience using UT mainframe, UT request system, and other UT applications.

Knowledge of the UT travel policies and procedures, including Concur travel and expense management.

Experience planning travel and working with Travel Management.

Advanced skills in the use of Microsoft Office applications and Smartsheet.

Demonstrated ability to quickly learn new systems, adapt to change, and work collaboratively.

Strong analytical and problem-solving skills.

Salary Range

$50,000 + depending on qualifications and experience

Working Conditions

Work at a computer and in standard office conditions with repetitive keyboard use at a workstation.

Use of manual dexterity.

Lifting and moving.

Additional hours may be required during peak and after-hours for travel assistance.

Work Shift

Standard business hours, Monday - Friday

May need to work occasional after-hours or weekends

Required Materials

Letter of Interest

Resume/CV

Three work references with their contact information; at least one reference should be from a supervisor

Application Instructions

Applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply. You will be allowed to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you can multi-select additional files. Before submitting your online job a