Senior Administrative Associate

at  University of Texas at Austin

Job Posting Title:
Senior Administrative Associate
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Hiring Department:
Department of Theatre and Dance
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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.
At the
Department of Theatre and Dance
, your work will contribute to operational excellence and enhance the experiences of our faculty, student, and staff. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin.
We are seeking an accomplished administrator who will provide executive level assistance to the department chair and senior management and perform advanced activities in support of the department’s central operations. The Senior Administrative Associate’s core responsibilities include course/room scheduling and management, assistance to the department chair, and management of student employees. The role reports to the department’s Assistant Director of Administration and Operations, and involves close collaboration with executive leadership, faculty, and university staff.

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
Supports core operations in the Department of Theatre and Dance. Specifically, course/room scheduling and management, assistance to the department chair, and management of student employees.

Responsibilities

• Course Scheduling and Management: Oversee scheduling courses for the department. Work with faculty leadership to resolve disputes and improve course scheduling. Implement college and departmental teaching loads and enrollment requirements. Oversee course inventory management, including updating Faculty and Student Electronic Tracking System (FaSET). Process Authorization to Teach Graduate Course form. Organize and retain student grade changes. Collect course syllabi and faculty CV’s each semester and apply them to the UT Registrar site for public viewing. Serve as the administrator of Course Instructor Surveys (CIS/CES), grade reporting for Independent Study courses, Course Flags, Course Inventory Management, and VAPA proposals.
• Management of Student Employees: Post positions, interview and hire front desk/reception student workers to support the department. Train student workers and implement procedures/expectations within their positions. Ensure concerns are addressed/job duties are being completed. Schedule student worker shifts. Timesheet management. Serve as backup to front desk reception. Provide operational support for the department administrative office.
• Assistant to the Chair: Calendar management, including booking meetings and tracking various deadlines; travel coordination, as needed; process mail/email and field general phone calls directed to the chair; provide correspondence on behalf of the chair; provide daily opening/closing briefings to the chair; record and distribute meeting agendas and minutes.
• Room Reservation Management: Manage room reservations for the Department of Theatre and Dance buildings for organized courses. Serve as backup for non-curricular room reservations. Coordinate classroom/rehearsal spaces with Recreational Sports and General Purpose Classrooms using the Registrar website.
• Accreditation Liaison: Serve as staff liaison and organizer for the Southern Association of Colleges and Schools (SACS) and National Associations of Schools of Dance (NASD) annual accreditation processes.

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.
• Required Competencies:
• Initiative
• Effective Communication
• Accuracy and Attention to Detail
• Service Excellence
• Decision Making and Critical Thinking
• Strategic Planning, Problem Solving
• Relationship Management
• Teamwork
• Growth and Development Mindset

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor’s degree.
• More than the required number of years of experience.
• Experience in supporting an executive and/or director.
• Experience managing employees.
• Experience working in higher education both in an academic setting or service unit.
• Demonstrated organizational ability, negotiation skills, and ability to work under pressure.
• Experience in identifying and resolving problems in a timely manner.
• Working experience with UT course scheduling applications (Course Schedule Update, Seat Management System, NRTTVR, NRRECS).

Salary Range
$51,000 (fixed salary)

Working Conditions

• 5 days in office (fully on-campus)
• 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 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 that ALL Required 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 questions presented 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 854197. 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

Responsibilities

• Course Scheduling and Management: Oversee scheduling courses for the department. Work with faculty leadership to resolve disputes and improve course scheduling. Implement college and departmental teaching loads and enrollment requirements. Oversee course inventory management, including updating Faculty and Student Electronic Tracking System (FaSET). Process Authorization to Teach Graduate Course form. Organize and retain student grade changes. Collect course syllabi and faculty CV’s each semester and apply them to the UT Registrar site for public viewing. Serve as the administrator of Course Instructor Surveys (CIS/CES), grade reporting for Independent Study courses, Course Flags, Course Inventory Management, and VAPA proposals.
• Management of Student Employees: Post positions, interview and hire front desk/reception student workers to support the department. Train student workers and implement procedures/expectations within their positions. Ensure concerns are addressed/job duties are being completed. Schedule student worker shifts. Timesheet management. Serve as backup to front desk reception. Provide operational support for the department administrative office.
• Assistant to the Chair: Calendar management, including booking meetings and tracking various deadlines; travel coordination, as needed; process mail/email and field general phone calls directed to the chair; provide correspondence on behalf of the chair; provide daily opening/closing briefings to the chair; record and distribute meeting agendas and minutes.
• Room Reservation Management: Manage room reservations for the Department of Theatre and Dance buildings for organized courses. Serve as backup for non-curricular room reservations. Coordinate classroom/rehearsal spaces with Recreational Sports and General Purpose Classrooms using the Registrar website.
• Accreditation Liaison: Serve as staff liaison and organizer for the Southern Association of Colleges and Schools (SACS) and National Associations of Schools of Dance (NASD) annual accreditation processes

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 854197. 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