Senior Administrative Associate, Department of Theatre and Dance

University of Texas at Austin

1d•Onsite

About The Position

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. 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. The Senior Administrative Associate works as part of the finance team and serves as the guest artist liaison for the Department of Theatre and Dance. Core duties include, but are not limited to, processing Workday hires and purchase orders, travel arrangements, and honoraria payments. The role reports to the department’s Accounts Manager, and involves close collaboration with executive leadership, faculty, and university staff.

Requirements

Bachelor's degree and three years of administrative work experience including one year at the Administrative Assistant or Administrative Associate level OR High School Diploma or GED and seven years of administrative experience.
Proficiency in MS Office 365.
Facility with various software tools and demonstrated ability and interest in learning new software (Workday HR, UT purchasing and payments systems, DocuSign, US Bank, Acrobat Pro).
Required Competencies: Initiative, Effective Communication, Service Excellence, Decision Making and Critical Thinking, Relationship Management, Teamwork

Nice To Haves

Bachelor’s degree.
More than the required number years of experience.
Prior experience with UT Systems (DEFINE, PointPlus, Workday, etc).
Demonstrated excellence in customer service or business interactions.
Demonstrated organizational ability, negotiation skills, and ability to work under pressure.
Experience with facilitating UT Travel arrangements and payments.
Experience with intermediate or advanced MS Excel features (formulas, tables, pivot tables, etc.) and MS Word Mail Merge.

Responsibilities

Guest Artist Coordination: Serve as point of contact for department faculty and staff for university hiring policies and practices.
Create guest artist purchase orders and facilitate the obtaining of all applicable pre-approvals.
Make guest artist travel arrangements, including lodging, air, and ground transportation, and miscellaneous requests.
Work with appropriate university offices for international guests.
Complete vouchers for honoraria, travel card reconciliation, and guest reimbursements.
Track and maintain guest parking permits.
Hourly Employment: Manage hourly employee “lifecycle” (on-boarding, termination, and off-boarding).
Initiate hiring transactions for hourly employees, including Background Check Authorizations and I-9 transactions.
Track bi-monthly payroll deadlines and send reminders to managers for timesheet approvals.
Manage and process hourly hires’ timesheets.
General Finance Support: Provide backup to Accounts Manager and the Administrative Associate (Purchasing/Travel), as needed.
Work with and attend trainings by related university offices.
Keep department wiki updated to reflect current guest artist policies and procedures from university, college, and department levels.
Other related functions as assigned.