Senior Administrative Associate, Longhorn Band

University of Texas at Austin

1d•Onsite

About The Position

The College of Fine Arts at The University of Texas at Austin is seeking a Senior Administrative Associate for the Longhorn Band office, to be part of the Butler School of Music business office team. This role provides high-level business administrative support, focusing on processing purchasing, travel, and accounting. The position reports directly to the BSOM Finance Manager and collaborates with the Director of Bands and other administrative staff within the Bands, Music School, and university service units. UT Austin is recognized as a dynamic work environment and a great place to live and work, offering a chance to make a lasting impact.

Requirements

Bachelor's degree
Three years of experience in administering or coordinating a program.
Proficiency with a computer, including Microsoft Excel and Outlook.
Teamwork
Effective Communication
Accuracy and Attention to Detail
Initiative
Service Excellence
Decision Making and Critical Thinking

Nice To Haves

More than three years of experience performing complex administrative functions.
Experience maintaining a database.
Experience with Concur, FRMS, or DEFINE (e.g., voucher processing).
Proficiency in Excel and Adobe Pro.
Familiarity with university policy and procedures.
Experience with making travel arrangements and processing travel reimbursements.
Demonstrated ability in managing complex responsibilities with minimal supervision.

Responsibilities

Assists BSOM Finance Manager with departmental, college, and university operational policies and procedures related to business operations, including travel, procurement, and accounts receivable.
Works with the financial manager on financial activities such as Workday appointments, payroll, travel, and reimbursements.
Processes and gathers invoices for Travel, Events, and Purchasing, ensuring accuracy and policy adherence.
Coordinates all aspects of accounting and purchasing for the Longhorn Bands, including monthly account reconciliation, expense tracking, and procurement according to state law and university policy.
Maintains the Procurement Card and ensures purchases are documented correctly.
Makes timely payments to vendors using the University mainframe system and secondary accounting systems (Concur, FRMS).
Prepares spreadsheets using Microsoft Excel and Adobe PDFs for accurate record-keeping of band accounts.
Assists with travel logistics and procurement for all University Bands division ensembles.
Coordinates with university-approved travel agencies for travel arrangements, including guest artists and the Director of Bands.
Handles increased volume of travel transactions, logistics, and management services during peak periods (e.g., playoffs, high-profile events).
Coordinates and processes scholarships and service awards for qualifying students within the Bands Department.
Performs related duties as required.