Business Operations Associate

Job Posting Title:

Business Operations Associate

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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

Why Join 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.

 

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

Purpose

The Business Operations Associate is responsible for efficiently processing departmental vouchers and managing financial transactions. This role also involves office management duties such as ordering supplies and serving as a records retention officer. Additionally, you'll provide backup support for business operations and contribute to staff training and development initiatives to enhance departmental efficiency.

Responsibilities

• Financial Transaction Management: Effectively process departmental vouchers in a fast-paced, deadline-driven environment, including all entertainment, employee reimbursements, e-ship and petty cash vouchers. Handle departmental deposits and payee information forms. Manage digital files ensuring the effective organization, security, and maintenance of digital files.

• Business Office Management: Maintain office operations by ordering supplies and expendables, coordinating office equipment maintenance, and maintaining inventory levels to ensure uninterrupted workflow and productivity. Serve as records retention officer for the Business Services Office.

• Business Operations Support: Serve as a reliable backup to other members of the Business Operations team to include final approval of payment requests, processing purchase orders, payment vouchers, and business travel.

• Training and Development: In conjunction with the Business Operations Manager, conduct training sessions for departmental staff on Standard Operating Procedures (SOPs), ensuring comprehensive understanding and adherence to established protocols and guidelines. Continue to improve SOPs and identify areas of enhancement to streamline processes and optimize efficiency within the department.

• Other duties as assigned.

Required Qualifications

• At least one year of relevant experience in financial management, administrative support, or a similar role and a Bachelors degree.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software applications.

• Strong attention to detail and accuracy in financial and administrative tasks.

• Excellent organizational and time management skills.

• Effective communication skills, both verbal and written.

• Ability to work independently and collaboratively within a team environment.

• Demonstrated ability to prioritize tasks and meet deadlines in a fast-paced environment.

• Ability to maintain confidentiality and handle sensitive information appropriately.

• Flexibility to adapt to changing priorities and tasks.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree in accounting, finance, business administration, or a related field.

• Working knowledge of UT Austin’s financial policies and procedures.

• Experience with UT Austin’s accounting system, DEFINE.

• More than the required years of experience with progressive experience in financial management, administrative support, or related roles.

• Ability to mentor and train staff members in financial procedures and best practices.

• Commitment to continuous learning and professional development in financial and administrative fields.

• Experience in developing and implementing Standard Operating Procedures (SOPs) or process improvement initiatives.

Salary Range

$52,000 + depending on qualifications

Working Conditions

• Location: This in-person position is based in Austin, Texas and requires full-time residence in the greater Austin area.  This position may allow for remote work on a limited basis.

• Computer work: Repetitive use of a keyboard at a workstation. Prolonged screen time.

• Deadline pressures: Depending on the workload and deadlines, there may be times when the job requires working under pressure to meet financial reporting deadlines or process urgent transactions.

• Routine Tasks: The job may involve performing routine tasks such as filing, data entry, and inventory management, which require attention to detail and accuracy.

• Office Environment: Much of the work is conducted in an office setting, where the employee has access to necessary equipment and resources to perform their duties.

• Flexibility: The job may require flexibility to adapt to changing priorities, handle unexpected tasks, and support departmental needs as they arise.

• Works independently and unsupervised on a regular basis.

• Collaboration: Interaction with colleagues, supervisors, and other stakeholders is common, requiring effective communication and collaboration skills. Work with sensitive and confidential information, under pressure of rigid deadlines and time limitations, and with overlapping projects.

Work Shift

• Standard 8am – 5pm office hours.

• Occasional early morning, evening or weekend work may sometimes be required in relation to performances and events.  A compensatory time program is provided.

• Occasional work-related travel may be required.

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.