UT Bands Financial Coordinator - Austin, United States - University of Texas at Austin

Description

Job Posting Title:

UT Bands Financial Coordinator

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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:

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 of 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 for any role you're personally interested in and excited to drive positive change at the College of Fine Arts.

This position is eligible for a hybrid Flexible Work Arrangement (FWA) (on-campus and remote work), but is expected to have a strong on-campus presence. FWA arrangements are subject to manager approval and may shift due to changes in business needs.

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

• Operational Oversight and Management: Coordinate and supervise activities of University Bands office in support of the Director of Bands, maintenance of student database, multiple line telephone system, email correspondence, maintain files, general office functions, supervise student staff assisting with preceding functions.
• Administrative Accounting and Processing: Manages 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. Make timely payments to vendors using the University mainframe system and secondary accounting systems such as Concur and ARMS. Prepare spreadsheets using Microsoft Excel and Adobe PDFs to maintain accurate records of all band accounts.
• Travel management: Arranges travel and hotel reservations for all University Bands ensembles to include Longhorn Marching Band, Longhorn Pep Band, Wind Ensemble, Symphony Band, and Chamber Winds. Processes appropriate paperwork before and after travel, including RTAs and reimbursements, in compliance with university and procedures.
• Student scholarships and service awards: Coordinate and process scholarships and service awards for qualifying students within the Bands Department.
• Assist with special projects: Participate in special projects as assigned by the band faculty.

Required Qualifications

• Bachelor's degree and three years of administrating 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 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.
• Occasional lifting of objects under 25 pounds.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor 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 thatALLRequired 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 questionspresented 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 For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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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