Overview

Job Location:
UT MAIN CAMPUS

Job Posting Title:

Landmarks Administrative Coordinator

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Hiring Department:

College of Fine Arts

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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 Description:

Provide operational support to the Landmarks team. Build the organization’s infrastructure and support organizational functions. Manage operations within Landmarks, including administration, human resources, legal, financial, and the office environment.

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Job Details:

General Notes

The College of Fine Arts welcomes and respects all individuals and communities by valuing and consciously maintaining awareness of diverse perspectives and experiences. We believe inclusivity is critical to fostering excellence in all of our endeavors, and we promote diversity in our recruiting, hiring and retention practices.

This job description may not be inclusive 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). FWA arrangements are subject to manager approval and may shift due to changes in business needs. 

Responsibilities

  • Financial: Manage all budgeting, purchasing, bookkeeping, accounting and financial reporting. Manage bookkeeping for assets and cash flows. Prepare monthly operating budget reports for associate director and director. Reconcile operating and project budgets each month. Track expenditures, and purchases, and reconcile Landmarks budget tracking sheet with College of Fine Arts budget.

  • Office Management: Promote a professional and welcoming office environment. Maintain office supplies and inventory. Make travel arrangements. Coordinate shipping. Submit reimbursements. Oversee office renovations. Coordinate deliveries, procure office equipment and manage electronics inventory.

  • Human Resources: Promote excellence and increase overall value by supporting employees and promoting individual and team success. Implement staffing plans in coordination with the director and associate director. Create hourly job appointments. Liaison between Landmarks employees and College of Fine Arts HR. Develop job descriptions. Orient new employees to Landmarks’ office. Oversee all appointments.

  • Administration: Coordinate administrative activity for Landmarks and cultivate a synergistic work environment. Implement long-term plans for departmental coordination. Assist in the implementation of strategic planning activities. Coordinate and organize dashboard metrics.

  • Legal: Facilitate agreements with vendors, managing all legal aspects of contracts, including contract compliance, deliverables and payment schedule. Liaise with UT and UT System Legal and Risk Management offices for any liability and insurance questions.

  • General Support: Field general program inquiries as able. Prepare presentations, press, and development materials as needed, Facilitate and/or conduct research for projects and programs as needed. Assist staff during programs and special events as needed.

Required Qualifications

  • Bachelor’s degree and minimum of three years managing budgets and other financials, including budget reconciliation.

  • Intermediate experience with Microsoft Excel (i.e., formulas, subtotals, pulling from multiple worksheets, and other skills used for bookkeeping and financial management.)

  • Working experience with Zoom, Microsoft Office Suite (Outlook, Word, PowerPoint)

  • Required Competencies: Decision Making and Critical Thinking; Problem Solving; Conflict Management; Service Excellence; Effective Communications; Strategic Planning; Relationship Management; Workforce Diversity Management (i.e., Understanding of the business value of diverse perspectives and opinions and ability to understand, appreciate and employ the unique contributions of associates of varied cultures, nationalities, ethnic backgrounds, genders, ages, points of view, etc.).

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

  • Experience working within an arts organization 

  • Appreciation of the visual arts

  • Experience with Human Resource responsibilities (e.g., Background Checks, Employment Verification, Onboarding).

  • Applied experience with Workday (HR/Payroll Software).

  • Experience with and thorough understanding of UT financial processes.

  • Experience with UT Financial Software (e.g., DEFINE, FRMS).

Salary Range

$46,000 + depending on qualifications

Working Conditions

  • This position is eligible for a Hybrid Flexible Work Arrangement (remote + on-campus).

  • Repetitive use of a keyboard at a workstation

  • Prolonged screen time

  • Repetitive use of a keyboard at a workstation

  • Use of manual dexterity.

Work Shift

Monday -Friday, 8am – 5pm

Required Materials

  • Resume/CV

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

  • Letter of interest

  • NOTE: Applicants advancing to interview stage for this position will have an assessment for Excel skill level.

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:

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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 2021 report here or obtain a copy at University Compliance Services, 1616 Guadalupe, Suite UTA 2.206, Austin, TX 78701.