Assistant to the Executive & Artistic Director

Job Posting Title:

Assistant to the Executive & Artistic Director

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Hiring Department:

Texas Performing Arts

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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

About Texas Performing Arts

Texas Performing Arts (TPA) is the professional arts presenting and producing program of The University of Texas at Austin. One of the largest and most active university-based performing arts centers in the U.S., TPA is an anchor institution in Austin's arts, cultural, and entertainment scene. TPA operates venues on the UT campus including Austin's largest theater, Bass Concert Hall. Its public programs include Broadway in Austin; a curated season of international dance, theater, and music; and presentations of national touring artists. TPA is an integral unit of UT's College of Fine Arts and engages students across the university in creative experiences.

Why Join Texas Performing Arts?

This position offers the opportunity to create excellent guest experiences at the largest theater in one of the most exciting arts and entertainment cities in America. You will work on a wide range of events, from touring Broadway to headlining bands to international artists. Your work will contribute to advancing the arts at the #1 ranked public university in Texas and inspiring audiences in one of America’s fastest growing cities.

UT Austin provides an outstanding benefits package, including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• Robust free training access through LinkedIn Learning plus professional development opportunities

• For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Responsibilities

• Leadership Support: Effectively communicate and coordinate with a wide range of constituents on behalf of the Executive & Artistic Director, including university and community leaders, artists and their representatives, current and prospective donors, and other staff. Manage complex schedules for the Executive & Artistic Director and other senior leadership, including fluid reprioritizations that will often require independent decision making. Confirm appointment times, locations, and agendas with all attendees. Manage schedule changes. Create and provide meeting briefing documents. Make dining reservations. Organize meeting and event logistics including spaces, agendas, presentations, technology, virtual and physical setups, and catering. Create and distribute accurate, concise, and timely meeting records and track follow-up. Assist with leadership communications, including accurate drafting, review, and editing of correspondence, presentations, proposals, and reports. Coordinate travel arrangements for the Executive & Artistic Director and organizational guests, including travel authorizations, itinerary development, reservations, and reimbursements.  Compile averages and statistics when needed for institutional reporting.  Represent TPA at meetings, performances, or other events as needed and provide post-activity summaries.

• Organizational Management: Manage general administrative and front office functions.  Review and route inbound communications. Answer phones during normal business hours. Meet guests and give tours. Coordinate guest parking and arrival for meetings and visits. Operate a company-provided vehicle when required. Deliver and pickup documents and supplies. Receive and send packages and correspondence. Maintain adequate levels of office supplies. Provide backup to the Executive & Artistic Project Manager during out of office periods. Provide support to other organizational areas if required. Support the front office student receptionist team.

• Other duties as assigned.

Required Qualifications

• Bachelor’s degree and at least three years of work experience, or seven years of work experience fulfilling administrative functions in the arts, education, or related field with high school graduation or GED.

• Demonstrated ability to provide a high level of reliability and to exercise initiative, judgment, discretion, and diplomacy. 

• Demonstrated ability to address individuals and information with a high degree of sensitivity and confidentiality in complex, formal, or time-sensitive situations. 

• High level of proficiency with office technology such as as Excel, PowerPoint, Word, Outlook, Slack, and Zoom.   

• Required Core Competencies:

  • Problem Solving

  • Effective Communications

  • Accuracy and Attention to Detail

  • Service Excellence

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience fulfilling administrative functions in a performing arts organization. 

• Knowledge of the performing arts, including its history, current developments, artists, and artistic disciplines. 

• Working knowledge of UT policies, procedures, and systems. 

• Knowledge of arts/entertainment or higher education business practices and fluency in the common standards, processes, and terminology of those industries. 

• Interest in and strong commitment to the mission and programs of Texas Performing Arts.

• Familiarity with the Austin, Texas arts, cultural, entertainment, and education landscape. 

• Demonstrated ability to solve complex problems within standardized policies and procedures.  

• Experience mentoring student employees.  

• More than the required years of experience. 

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide 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).

Salary Range

$50,000 + depending on qualifications

Working Conditions

• This position is based in Austin, Texas and is 100% on-site.   

• Repetitive use of a keyboard at a workstation. 

• Prolonged screen time. 

• Standard office conditions. 

• Physically able to lift and carry objects up to 40 pounds. 

• Works independently and unsupervised on a regular basis. 

Work Shift

• Evening and weekend work may be required in relation to performances, events, and to provide support to leadership on an as-needed basis outside of normal business hours.  A compensatory time program is provided. 

Required Materials

• Resume/CV

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

• Letter of interest

• Work samples may be requested if applicant advances to the interview stage. 

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 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.