Senior Administrative Associate, Butler School of Music

The University of Texas at Austin; Austin (TX); Hybrid; USD 52,000 - 65,000; Full time

Job summary

The University of Texas at Austin is seeking a Senior Administrative Associate for the Butler School of Music. This role entails managing guest artist programs, faculty travel, and finances while providing administrative support within a dynamic team environment. Candidates should have a Bachelor’s degree and relevant administrative experience, with responsibilities spanning coordination of travel arrangements and financial transactions.

Benefits

100% employer-paid basic medical coverage

Retirement contributions

Paid vacation and sick time

Paid holidays

Qualifications

• Bachelor’s degree and at least three years of relevant administrative experience.
• Demonstrated experience with accounts payable and receivable procedures.

Responsibilities

• Serve as liaison for guest artist program and faculty travel.
• Process income deposits and manage administrative tasks.

Skills

Effective Communications

Service Excellence

Teamwork

Managing Multiple Priorities

Initiative

Business Acumen

Decision Making and Critical Thinking

Education

Bachelor's degree

Job description

Senior Administrative Associate, Butler School of Music

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Job Posting Title:

Senior Administrative Associate, Butler School of Music

Job Posting Title:

Senior Administrative Associate, Butler School of Music

Hiring Department:

Sarah and Ernest Butler School of Music

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Non-Exempt

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

General Notes

The Sarah and Earnest Butler School of Music has established itself as a national leader in music education with a mission to prepare our students for success in the dynamic field of professional arts. We are committed to cultivating a community of skilled, creative and thoughtful artists, scholars, and citizens prepared to engage with an ever-changing world.

Benefits package:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation and sick time
• Paid holidays
• Other services and perks
  
  
  

This job description may not contain all assigned duties, responsibilities, or aspects of the job described.Even if you don't qualify or have specific experience in every facet of this role, we encourage you to apply.

This position is eligible for a hybrid Flexible Work Arrangement (FWA) (on-campus and remote work). FWA arrangements are subject to manager approval and may shift due to changes in business needs.

Purpose

To serve as a team partner in the Butler School of Music business office, supporting the school’s guest artist program, coordinating faculty travel, income deposits, and other necessary business transactions.

Responsibilities

• Guest Artist Program: Serve as a liaison with faculty who are hosting a guest artist and the guest artist themselves. This involves communicating with both parties to clarify arrangements, including travel and payment. Create new vendor profiles, update payment methods, submit Payee Information Forms (PIF), and payment method (EICCC). Process guest artists travel authorization requests and travel reimbursements; issue Purchase Orders (POs), send invoices to guest artist, and process invoice payments. Maintain guest artist payment records. Work closely with Finance Manager and Assistant Director on an annual guest artist budget.
• Manage Faculty Travel: Serve as liaison between faculty and accounts payable and travel services. Process travel authorization requests and travel reimbursements in a timely manner. Track expenses and keep organized records.
• Income Deposit Coordination: Work closely with Finance Manager to ensure that income is processed correctly. Includes monitoring ticket sales income (processing costumer refunds, monthly income deposits), and processing income deposits from concerts, events, workshops, recordings, camps and programs.
• Wire Transfer Processing: Process payments to international vendors via wire transfers.
• Team Cross Train: Serve as back up to the Senior Administrative Associate team partner within the Butler School Business Office. Familiar with processes covered by this position so as to fill in, as needed, during absences.
• Other related functions as assigned
  
  
  

Required Qualifications

• Bachelor’s degree and a minimum of three years of relevant administrative experience.
• Four additional years of administrative experience in a related field may substitute for bachelor’s degree.
• Demonstrated experience with accounts payable and receivable processing procedures.
• Required Competencies:
• Effective Communications
• Service Excellence
• Teamwork
• Managing Multiple Priorities
• Initiative
• Business Acumen
• Decision Making and Critical Thinking
  
  
  

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Demonstrated ability to navigate complex business systems.
• Demonstrated ability to communicate multifaceted processes to stakeholders.
  
  
  

Salary Range

$52,000 + depending on qualifications

Working Conditions

• This position is eligible for a Hybrid Flexible Work Arrangement (remote + on-campus).
• Prolonged screen time
• Repetitive use of a keyboard at a workstation
• Use of manual dexterity.
  
  
  

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest
  
  
  

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option 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 will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left-hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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