Job No. 155534
- Job Title:
- PS Administrative Officer
- Employer:
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University of Utah
- Location:
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Salt Lake City , UT
- Posting Date:
- 22-May-2025
- Description:
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Job Summary
The Department of Dermatology is seeking a detail-oriented and organized Administrative Officer as part of its Finance Team. Reporting to the Director of Finance, this position is responsible for most Dermatology purchases made with a University Purchasing Card (Pcard) as well as facilitating purchases through various other University procurement systems (UShop, ePR, etc.). In addition, the Administrative Officer is responsible for providing travel support and processing travel reimbursements through the Concur System. Other tasks include expense reimbursements, capital and non-capital asset tracking, contract review and routing, and clerical duties.
Responsibilities
Serve as the primary PCard holder for Dermatology. Purchase a variety of supplies, services, professional development, and other items.
Oversees departmental purchasing card compliance and monthly cost reallocations.
Facilitate purchases using alternate University procurement methods such as UShop and Electronic Payment Request (ePR).
Review, analyze, and process purchase requisitions, contracts, and related documents.
Determine the appropriate procurement method.
Maintain accurate and complete records in accordance with University, funding source, and departmental policies. Prepare PCard records and necessary backup documentation.
Answer ad hoc purchasing questions from Faculty and Staff and provide training related to proper procurement methods and procedures.
Solve invoice issues and processes documents for payment.
Reconcile and processes receiving reports, vendor invoices, and other procurement-related financial documents.
Provide travel support and process travel reimbursements through the Concur System.
Prepare standard procurement documents and justification for purchasing and travel.
Review and process employee travel reimbursement requests in compliance with institutional policies and applicable regulations.
Audit travel expense submissions for accuracy, completeness, and proper documentation (e.g., receipts, justifications, approvals).
Ensure timely and accurate entry of reimbursement data into financial systems or travel management platforms.
Communicate with employees to resolve discrepancies, clarify policies, or obtain missing documentation.
Assist with the interpretation and application of travel policies, per diem rates, mileage allowances, and allowable expenses.
Maintain organized records of travel reimbursements for audit and reporting purposes.
Coordinate with accounts payable or finance staff to ensure timely payment of approved reimbursements.
Provide training or support to staff on travel reimbursement procedures and best practices.
Maintain capital and non-capital asset tracking functions
Provides training and guidance to other staff on financial issues, purchasing card compliance, travel, and other procedures to other staff.
Perform related financial and administrative functions as needed.
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
Physical Requirements and Level of Frequency that may be required
Nearly Continuously: Sitting, hearing, listening, talking.
Often: Repetitive hand motion (such as typing), walking.
Seldom: Bending, reaching overhead.
Minimum Qualifications
Bachelor’s degree in Business, Finance, or a related field, or equivalency (one year of education can be substituted for two years of related work experience). Three years experience that includes specific involvement in maintaining complex financial records, developing and monitoring departmental budgets and preparing related reports; and demonstrated organizational, human relation and effective communication skills.
This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
- Contact information:
- University of Utah
- Salt Lake City, UT 84112
- United States
- Employer's Website:
-
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