Job Posting Title:
Business Administrative Associate, Department of Theatre and Dance
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Hiring Department:
Department of Theatre and Dance
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Non-Exempt from FLSA
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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Job Details:
General Notes
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.
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.
Purpose
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.
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.
Required Qualifications
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).
Required Competencies: Accuracy and attention to detail, initiative, effective communication, service excellence, problem solving, interpersonal relationships
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
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.
Salary Range
$48,000 + depending on qualifications
Working Conditions
Typical office environment
Prolonged screen time
Repetitive use of a keyboard at a workstation
Use of manual dexterity
Work Shift
Expected to work on-site for 40 hours per week for at least the first 45 days of employment. A hybrid option with three days minimum in the office after new in position period ends.
Required Materials
Resume/CV
Three 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.
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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.
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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.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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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.
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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.
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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.
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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:
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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.
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