Senior Administrative Associate, Longhorn Band
Phase2 Technology, Austin, TX, United States
Job Posting Title:
Senior Administrative Associate, Longhorn Band
Hiring Department:
Sarah and Ernest Butler School of Music
Position Open To:
All Applicants
Weekly Scheduled Hours:
40
FLSA Status:
Non-Exempt from FLSA
Earliest Start Date:
May 04, 2026
Position Duration:
Expected to Continue
Location:
UT MAIN CAMPUS
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.
Benefits Package
100% employer-paid basic medical coverage
Retirement contributions
Paid vacation and sick time
Paid holidays
Other services and perks
Responsibilities
Finance Compliance and Transactions Specialist: 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.
Accounting Administration and Financial Processing: 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. Maximizes 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.
Travel Management: 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.
Student Scholarships and Service Awards: Coordinates and processes scholarships and service awards for qualifying students within the Bands Department.
Performs related duties as required.
Required Qualifications
Bachelor's degree and three years of administering or coordinating a program.
Proficiency with a computer including Microsoft Excel and Outlook.
Required Competencies:
Teamwork
Effective Communication
Accuracy and Attention to Detail
Initiative
Service Excellence
Decision Making and Critical Thinking
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
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.
Salary Range
$50,000 + depending on qualifications
Working Conditions
Prolonged screen time
Repetitive use of a keyboard at a workstation
Use of manual dexterity.
Background Checks
A criminal history background check will be required for finalist(s) under consideration for this position.
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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Senior Administrative Associate, Longhorn Band
Hiring Department:
Sarah and Ernest Butler School of Music
Position Open To:
All Applicants
Weekly Scheduled Hours:
40
FLSA Status:
Non-Exempt from FLSA
Earliest Start Date:
May 04, 2026
Position Duration:
Expected to Continue
Location:
UT MAIN CAMPUS
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.
Benefits Package
100% employer-paid basic medical coverage
Retirement contributions
Paid vacation and sick time
Paid holidays
Other services and perks
Responsibilities
Finance Compliance and Transactions Specialist: 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.
Accounting Administration and Financial Processing: 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. Maximizes 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.
Travel Management: 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.
Student Scholarships and Service Awards: Coordinates and processes scholarships and service awards for qualifying students within the Bands Department.
Performs related duties as required.
Required Qualifications
Bachelor's degree and three years of administering or coordinating a program.
Proficiency with a computer including Microsoft Excel and Outlook.
Required Competencies:
Teamwork
Effective Communication
Accuracy and Attention to Detail
Initiative
Service Excellence
Decision Making and Critical Thinking
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
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.
Salary Range
$50,000 + depending on qualifications
Working Conditions
Prolonged screen time
Repetitive use of a keyboard at a workstation
Use of manual dexterity.
Background Checks
A criminal history background check will be required for finalist(s) under consideration for this position.
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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