Administrative Associate, Student Affairs, College of Fine Arts

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Position Open To:

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Weekly Scheduled Hours:

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Job Details:

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.

Serve as the primary event planner for college-wide Fine Arts student events and provide high-level administrative support to Fine Arts Student Affairs operations.

• EVENT COORDINATION: Coordinate the planning and execution of College of Fine Arts undergraduate events, including Commencement, Gone to Fine Arts, Honors Day reception, Longhorn Orientation social activities, Fine Arts Halloween, Game Night, and other small events. Provide event planning guidance to the Fine Arts Success Coordinator, Fine Arts Council, and other Student Affairs-affiliated groups. Consult with stakeholders, reserve Fine Arts and campus venues, secure external vendors, manage logistics, order food and supplies, supervise volunteers, and facilitate payments.

• OFFICE MANAGEMENT: Oversee Fine Arts Student Affairs administrative operations. Procure supplies and equipment, maintain inventory. Serve as point person for Student Affairs technology and facility requests. Track expenditures and monitor spending. Keep office common areas, including storage spaces, organized and tidy. Coordinate staff travel, including conference registration, transportation, lodging, and per diem reimbursements. Process organizational membership fees.

• KENDRA SCOTT CENTER (KSC) OPERATIONS: Review and process external reservation requests for KSC spaces. Communicate policies to users. Work closely with Fine Arts Facilities and Information Technology teams to ensure space functionality. Coordinate KSC stakeholder meetings; update policies and information.

• PROMOTION: Oversee social media for Fine Arts Student Affairs, adhering to college and university guidelines; post relevant content on undergraduate events, programs, and services; order promotional products; create informational slides for Fine Arts and Kendra Scott Center digital displays; design posters and signage.

• TEAM ENGAGEMENT: Work closely with Student Affairs leadership to troubleshoot problems, enhance efficiency, and strengthen unit excellence. Actively participate in team meetings and decision making. Advance Fine Arts Student Affairs objectives and contribute to its programs.

• PROFESSIONAL DEVELOPMENT AND UNIVERSITY SERVICE: Increase knowledge and abilities through continuing education and professional development. Serve on college or university committees when called upon.

• Bachelor's Degree with at least one year of clerical experience or High School Diploma/GED with at least five years of clerical experience.

• Experience planning events or programs.

• Microsoft Office Suite proficiency.

• Familiarity with social media platforms and content posting.

• Required Competencies: Effective Communication, Initiative, Accuracy and Attention to Detail, Teamwork, Growth and Development Mindset, Service Excellence.

Relevant education and experience may be substituted as appropriate.

• Administrative experience in an academic setting.

• Experience coordinating large-scale events (100-plus guests, four-figure or higher budget).

• Experience in a customer service environment.

• Familiarity with UT Austin policies, procedures, and systems.

This job requires a class "C" operator's driver's license. The applicant selected must provided a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

$48,000 fixed rate.

• Requires 100% in-office during initial period of hire followed by a 3 day in-office minimum.

• Prolonged screen time

• Repetitive use of a keyboard at a workstation

• Use of manual dexterity.

• Lifting up to 25 lbs.

• 8am - 5pm Monday - Friday with occasional nights and weekends for events.

• 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:

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Retirement Plan Eligibility:

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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 and 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 78701.