The University of Texas at Austin Job Posting

This posting is Closed

Executive Assistant

Hiring department Music
Monthly salary $4,333+ depending on qualifications
Hours per week 40.00 Standard from 800AM to 500PM
Posting number 17-10-03-01-9010
Job Status Closed
FLSA status Exempt
Earliest Start Date Immediately
Position Duration Funding expected to continue
Position open to all applicants
Location Austin (main campus)
Number of vacancies 1
General Notes

None provided

Required Application Materials

  • A Resume is required in order to apply
  • A Letter of Interest is required in order to apply.
  • A List of 3 References is required in order to apply.

Additional Information


To facilitate faculty advancement and compliance, human resource needs for staff and faculty, and business processes for the Butler School of Music.

Essential Functions

Faculty Advancement. Manage faculty promotion and tenure reviews, post-tenure reviews, third-year reviews, and annual merit review. Coordinate faculty recruitment, orientation, and separation. Manage all aspects of new and continuing faculty appointments including PARs, recruitment summaries, preliminary and official faculty contracts, and annual letters of agreement including salary and evaluation information. Coordinate school's leaves, grants and awards. Manage visa approval cycle. Staff Human Resources. Manage A and P and classified staff appointments, recruitment, on-boarding, and separation. Assist in administrative staff training. Supervise and train student workers as needed. Maintain staff and faculty employee files. Manage annual staff performance evaluation cycle. Coordinate Family Medical Leave and Sick Leave requests. Business Office Support. Assist Business Office in the development of the school's annual and summer instructional budgets, and make recommendations to the Director. Work closely with the Director, Finance Manager, and the Dean's Office. Review and approve electronic documents for the Business Office. Business Documents. Facilitate contracts for the School, including high-level communications between University Contracts and Legal departments and third-party artists, and organizations. Serve as Records Management and DocuSign Unit Coordinator for the school. Information Sourcing. Maintain faculty and staff information on Butler School website directory. Maintain HR information on Butler School HR Wiki for faculty and staff. Auditing and Reporting. Research, coordinate, and maintain the Butler School of Music's statistics for reporting to professional and accreditation organizations such as NASM (National Association of Schools of Music). Research and prepare Equal Employment Opportunity reports.

Marginal/Incidental functions

Other related functions as assigned.

Required qualifications

Bachelor's degree and at least 3 years of experience at either the Administrative Associate or the Senior Administrative Associate level. Demonstrated ability to successfully track multiple projects simultaneously with minimal supervision, and to follow up on projects repeatedly as needed. Demonstrated ability to maintain confidential information. Demonstrated ability to make complex administrative descisions. High-level organizational skills. Attention to detail and numeric fluency. Facility with Microsoft Office, particularly Excel. Strong interpersonal skills, including written and verbal communication. Equivalent combination of relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Five years experience in an administrative support role with an emphasis on faculty advancement and/or human resources. Understanding of the fine arts community, some knowledge of music, university structure, and academic programs. Experience working in an executive or academic office. Experience working with faculty. Knowledge of University policy and procedures, particularly in relation to faculty recruitment, retention, promotion and tenure. Experience with the University budget process. Experience with HRMS and DEFINE. Working knowledge of PARs (Prior Approval Requests). Experience in employee relations and dispute resolution.

Working conditions

May work around standard office conditions Repetitive use of a keyboard at a workstation Use of manual dexterity Climbing of stairs Lifting and moving

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