Temporary Administrative Program Coordinator

Found in: Talent US C2 - 2 weeks ago

Austin, United States The University of Texas at Austin Full time

Job Details

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General Notes

Only competitive applicants selected will be contacted and provided with instructions on the continued application process. This temporary assignment may be filled at any time. Please no phone calls or emails. The projected end date for this assignment is May 31, 2024. This temporary assignment may transition to regular status.

Purpose

 Responsible for support and services through Band's program development and enhancement. Administers program through coordination of stakeholder activities, routine communication, contract renewals, monitoring budget, forecast budgeting, verification of program compliance, and compliance documentation

Responsibilities

Coordinate and process scholarships and service awards for qualifying students within the Bands Department. Participate in special projects as assigned by the band faculty. 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.

Work with vendors to make travel, accommodations, and meal arrangements for all University Bands ensembles to include Longhorn Marching Band, Longhorn Pep Band, Wind Ensemble, Symphony Band, and Chamber Winds. Will require occasional travel to venues to coordinate onsite arrangements prior to band arrival.

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. Other related functions as assigned by direct supervisor.

Required Qualifications

Bachelor's degree and three years of administrative experience. A combination of one year of experience performing complex administrative functions. Ability to work cooperatively within a team environment. Strong communication and interpersonal skills. Proficiency with a computer including Microsoft Excel and Outlook. Demonstrated ability to work independently and manage priorities and deadlines.

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 of 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 to manage complex responsibilities with minimal supervision.

Hourly Rate

$27.00

Working Conditions

Attire: Business Casual

Standard Office Environment, Use of manual dexterity, Repetitive use of a keyboard at a workstation, Lifting, pushing, or pulling, Standing

Work Shift

Hours per week - 40

The work schedule is from 8:00 a.m. to 5:00 p.m.

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

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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