Administrative Associate for the College of Fine Arts Business Affairs

Job Posting Title:

Administrative Associate for the College of Fine Arts Business Affairs

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Hiring Department:

College of Fine Arts

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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

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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.

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 

Provides high-level administrative and customer support to staff, faculty and vendors in the College of Fine Arts Dean’s Office. Responsible for various administrative duties including accounts payable, maintenance of all associated payment records, and liaising between Accounting and Dean’s Office customers.

Responsibilities 

• Business Processing: Process payments, reimbursements, ProCard transactions, deposits, and correction vouchers, RTA’s, PO’s, maintain payment processing, electronic workflow, and update client records in UT online systems. Verify propriety and accuracy of account numbers and Define codes. Communicate with vendors, other staff, faculty, students, student organizations, Purchasing Office, and UT Accounts Payable by providing consistent, timely, and reliable communication via email or other methods regarding status of approvals, returns, and process changes. 

• Client Guidance: Interpret and apply relevant rules, regulations, and policies to effectively advise internal and external business clients. Stay up-to-date, as needed, on policy and best practice updates to ensure financial transactions are consistent with University and College of Fine Arts policies.

• Business Team Backup: Act as liaison and provide accounting expertise, assist and/or answer any financial related questions, as needed. Serve as backup for other Business Affairs team members. Attend all college and university business meetings as requested by Accounting Manager.

• Other projects and duties as assigned.

Required Qualifications 

• Bachelor’s Degree

• One year experience working in an administrative office.

• Demonstrated knowledge of Microsoft Office Suite tools (in particular, Excel)

• Required Competencies:

  • Initiative

  • Effective Communication

  • Teamwork

  • Accuracy and Attention to Detail

  • Manage Multiple Priorities

  • Service Excellence

  • Growth and Development Mindset

  • Problem Solving

Relevant education and experience may be substituted as appropriate. 

Preferred Qualifications 

• Previous experience working in a higher education administrative office.

• Previous experience with University of Texas business applications (e.g., DEFINE).

Salary Range 

$45,000 + depending on qualifications 

Working Conditions 

• Prolonged screen time 

• Repetitive use of a keyboard at a workstation 

• Use of manual dexterity. 

Work Shift  

• Monday – Friday, 8am – 5pm 

• 5 days in-office for at least first 45 days of employment. 3-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 

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit