Business Administrative Associate, Department of Theatre and Dance

University of Texas at Austin

5d•Hybrid

About The Position

The Business Administrative Associate works as part of the finance team and manages the procurement of goods and services for the Department of Theatre and Dance. Core duties include, but are not limited to, purchasing, processing travel requests, and reimbursements for department faculty, students and staff. The role reports to the department’s Accounts Manager and involves close collaboration with faculty, students, and staff. The College of Fine Arts is the college of creativity at The University of Texas at Austin—a home for artists, performers, designers, scholars, educators, makers and creatives ready to change the world. At the Department of Theatre and Dance, your work will contribute to operational excellence and enhance the experiences of our faculty, students, and staff. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin.

Requirements

High school graduation or GED and at least five years of clerical experience, or a bachelor’s degree plus one year of experience at either the Administrative Assistant or Administrative Associate level.
Proficiency in MS Office.
Facility with various software tools and demonstrated ability and interest in learning new software (UT purchasing and payments systems, DocuSign, US Bank, Acrobat Pro).
Accuracy and attention to detail, initiative, effective communication, service excellence, problem solving, interpersonal relationships
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor’s degree.
More than the required number years of experience.
Experience with purchasing for UT or a large institution.
Prior experience with UT systems (DEFINE, PointPlus, UT Market, Amazon, etc).
Demonstrated excellence in customer service or business interactions.
Demonstrated organizational ability, negotiation skills, and ability to work under pressure.
Experience with intermediate or advanced MS Excel features (formulas, tables, pivot tables, etc.) and MS Word Mail Merge.

Responsibilities

Process expense vouchers and purchase orders.
Oversee orders, deliveries, distribution of items, and process inventory self-tagging when required.
Maintain procurement card logs and process payments for all department credit cards.
Setup and maintain direct bill accounts.
Setup new vendors, direct deposit accounts and coordinate check pick up when needed.
Assist with computer and classroom technology purchases with the College of Fine Arts ITS team.
Support state contracted purchases and gather bids when required.
Prepare and process all faculty, student, and staff travel requests and reimbursement payments.
Support the tracking and payment of faculty/student travel grants and faculty/staff cash advances.
Facilitate travel, lodging, and rental car reservations with faculty.
Stay apprised of travel rules and provide travel policy updates and guidance as needed (in collaboration with finance team).
Serve as backup to department for travel card reconciliation.
Prepare and process entertainment vouchers.
Setup direct bill and meal delivery accounts.
Support the processing of catering contracts.
Work closely with the Events Coordinator on department events.
Stay apprised of entertainment policy updates and advise as needed (in collaboration with finance team).
Receive, deposit cash, and maintain cash log.
Process and document summer program, Drama for Schools, department events, season ticketing, and costume rental income.
Lead annual inventory certification and assist with other special projects as assigned.
Serve as a backup to the Accounts Manager and Senior Administrative Associate (Guest Artist Liaison).
Other related functions as assigned.