Senior Administrative Associate, Longhorn Band

The University of Texas at Austin•Austin, UT

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 Butler School of Music, 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 school and for UT Austin. Purpose: To provide high-level business administrative support to the Longhorn Band office via the Butler School of Music business office team, including the processing of purchasing, travel and accounting. This position reports directly to the BSOM Finance Manager and works closely with the Director of Bands, as well as administrative staff within Longhorn Bands, the Butler School of Music, and university service units.

Requirements

Bachelor's degree and three years of administrating 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
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest

Nice To Haves

More than three years of experience performing complex administrative functions.
Experience maintaining a database.
Experience with any or all the following: Concur, FRMS, 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 Butler School of Music (BSOM) Finance Manager with development, implementation, and adherence to departmental, college, and university operational policies, practices, and procedures pertaining to business operations including travel, procurement, accounts receivable, and related areas.
Works with financial manager regarding financial activities such as Workday appointments, payroll, travel, reimbursements, etc.
Processes and gathers invoices for Travel, Events, and Purchasing.
Helps ensure that purchasing and finance transactions are completed correctly and according to policy.
Coordinates all aspects of accounting and purchasing for the Longhorn Bands, reconciles accounts monthly, accurately tracks expenses; procuring supplies in accordance with state law and university policy; processing payment vouchers, maintaining the Procurement Card, ensuring purchases are made and documented in accordance with university policy.
Makes timely payments to vendors using the University mainframe system and secondary accounting systems such as Concur and FRMS.
Prepares spreadsheets using Microsoft Excel and Adobe PDFs to maintain accurate records of all band accounts.
Assists with travel logistics and procurement for all University Bands division ensembles.
Coordinates with university-approved travel agencies to facilitate travel arrangements, including purchasing and managing travel needs for guest artists and Director of Bands.
During peak periods for the band, such as playoffs and high-profile events, efficiently handles an increased volume of travel transactions, logistics coordination, and travel management services.
Coordinates and processes scholarships and service awards for qualifying students within the Bands Department.
Performs related duties as required.