Assistant to the Executive & Artistic Director
Company: University of Texas at Austin
Location: Austin
Posted on: April 20, 2024
Job Description:
Job Posting Title:Assistant to the Executive & Artistic
Director----Hiring Department:Texas Performing Arts----Position
Open To:All Applicants----Weekly Scheduled Hours:40----FLSA
Status:Non-Exempt----Earliest Start Date:Immediately----Position
Duration:Expected to Continue----Location:UT MAIN CAMPUS----Job
Details:General NotesAbout 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: and 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 ExcellenceRelevant 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 RequiredThis
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
qualificationsWorking 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.Importantfor 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
thatALLRequired 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
questionspresented to upload any additional Required Materials
(letter of interest, references, etc.) that were noted
above.----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.----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.----Background Checks:A criminal history
background check will be required for finalist(s) under
consideration for this position.----Equal Opportunity Employer:The
University of Texas at Austin, as an ,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.----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.----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 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.----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:
- [PDF]
- [PDF]
- [PDF]
- [PDF]----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
.The Clery Act requires all prospective employees be notified of
the availability of the Annual Security and Fire Safety report. You
may or obtain a copy at University Compliance Services, 1616
Guadalupe Street, UTA 2.206, Austin, Texas 78701.
Keywords: University of Texas at Austin, Austin , Assistant to the Executive & Artistic Director, Executive , Austin, Texas
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