Senior Administrative Associate, Butler School of Music

Job Posting Title:

Senior Administrative Associate, Butler School of Music

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Hiring Department:

Sarah and Ernest Butler School of Music

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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:

Purpose

Responsible for support and services through Bands program development and enhancement. Develops program scope, identifies processes, resources, roles and responsibilities, funding, and contracts development to meet program needs.

Responsibilities

• Administrative Accounting and Processing: Under the direction of the Finance Manager in the BSOM Business Office, manages all aspects of accounting and purchasing for University Bands, reconciles accounts monthly, accurately tracks expenses; procuring supplies in accordance with state law and university policy; processing payment vouchers, contracts, and reimbursements for the Bands division, maintaining multiple procurement cards, ensuring purchases are made and documented in accordance with university policy. Make timely payments to vendors using the University mainframe system and secondary accounting systems. Process reimbursements for the Director of Bands. In consultation with the BSOM Finance Manager, prepare spreadsheets using Microsoft Excel and Adobe PDFs to maintain accurate records of all band accounts.

• Administrative Coordination:  This role plays a key part in ensuring efficient workflow, organization, and communication within the department. Supports the daily operations of the University Bands office by managing digital correspondence with university service units, vendors, and contractors.  Keeps and organizes files related to procurement, expenses, and budget reports. Prepare meeting agendas, calendar, schedule, and correspondence (email/printed) for Director of Bands. 

• Travel Management: Assist with travel logistics and procurement for all University Bands division ensembles. Coordinate 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, such as playoffs and high-profile events, efficiently handle an increased volume of travel transactions, logistics coordination, and travel management services. 

• Scholarships Support: Identify Longhorn Band scholarship and service award recipients. Share information about awardees, including amounts and account information, with BSOM Scholarships Coordinator for processing in the university’s scholarships management tool. Complete award disbursement in FRMS. Communicate award information with recipients.

Required Qualifications

• Bachelor’s degree and a minimum of three years of relevant administrative experience. (Four additional years of administrative experience in a related field may substitute for bachelor’s degree.)

• Demonstrated experience with accounts payable and receivable processing procedures.

• Required Competencies:

  • Effective Communications

  • Service Excellence

  • Teamwork

  • Managing Multiple Priorities

  • Initiative

  • Business Acumen

  • Decision Making and Critical Thinking

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than one year of experience performing complex administrative functions.

• Experience in supervision, particularly in supervising student workers.

• Experience maintaining a database.

• Experience with any or all the following: Concur, ARMS, DEFINE. 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

$55,000 + depending on qualifications

Working Conditions

• Prolonged screen time

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity.

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 c