Senior Administrative Associate, Department of Theatre and Dance
The University of Texas at Austin Staff, Austin, TX, United States
Senior Administrative Associate, Department of Theatre and Dance
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.
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.
Required Qualifications:
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
Preferred Qualifications:
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.
Salary Range: $53,000 + 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:
Monday through Friday, 8:00 a.m. 5:00 p.m.
Five days in-office for at least first 45 days of employment. Three days minimum in office after new in position period ends.
Required Materials:
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
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.
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.
Required Qualifications:
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
Preferred Qualifications:
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.
Salary Range: $53,000 + 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:
Monday through Friday, 8:00 a.m. 5:00 p.m.
Five days in-office for at least first 45 days of employment. Three days minimum in office after new in position period ends.
Required Materials:
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest