Administrative Associate V

Job Title Administrative Associate V Agency West Texas A&M University Department Music

Proposed Minimum Salary $16.02 hourly

Job Location Canyon, Texas

Job Type Staff

The A&M System strives to maintain a competitive, high-quality benefit package to support the health and wellness needs of our workforce. This includes comprehensive health and welfare insurance plans, additional health and lifestyle programs, and optional retirement savings opportunities. Eligible employees will have access to paid leave programs in addition to 13-15 paid holidays each year. For more information regarding the benefit package go to:
West Texas A&M University:
Human Resources Benefits NOTICE - All posted positions are subject to budget approval.

Works independently under Director of the School of Music with minimal supervision; manages administrative operations of a large academic program; establishes and assesses office practices and procedures, manages large numbers of workers in various positions; exercises discretion and independent judgment in matters of significance and areas of responsibility.

• Plans and manages the general administration of the School of Music office:
  Creation, maintenance and updating office procedures manual
• Monitors compliance with procedures
• Hires, trains and supervises office workers and stage and recording crew
• Manages payroll for Athletic Pep Band (25) and Staff Accompanists (8)
• Manages and maintains inventory of supplies
• Coordinates the maintenance of office equipment
• Prepares and edits programs for concerts and recitals
• Maintains student files
• Handles mail and shipping
• Recommends and implements process revisions
• Meets with Director to suggest administrative improvements and new practices
• Plans and executes the administration of School of Music activities and events (100+ per year):
  Manages 25 Live scheduling of all School of Music venues including public performances rehearsal room scheduling special events 25 Live booking requests from external users. Manages arrangements and billing for all external 25 Live requested events and for student recitals. Manages payroll for 20-25 student workers on the Stage and Recital Crew. Coordinates arrangements for the Harrington String Quartet performances.
  
  Provides on-site assistance as needed for on-campus and external events. Manages and arranges piano maintenance and tuning requests. Administers contracts for instrument maintenance. Oversees facilities maintenance.

• Assists Director of the School of Music with budget planning and administration
• Administers budget for office expenses
• Organizes and maintains financial records
• Manages timesheets and approves payroll for Stage and Recital Crew, student office workers, Athletic Pep Band and Staff Accompanists (approximately 50 employees)
• Prepares all purchase requisitions and tracks expenditures
• Allocates and reports Pro Card transactions
• Manages the School of Music credit card terminal; processes deposits, allocates credit card fees to correct accounts
• Receive, logs, and deposits payments for event admissions, student fees and purchases, Music academy tuition, donations, and other income

• Manages travel for 32 faculty members, including reminding faculty of due dates for notification of absence, preparation of travel requisitions, assisting in completion of travel vouchers, and tracking individual expenditures to budgeted allocations
• Maintains School of Music ONEcard, including booking travel, and does monthly allocations
• Assists with arrangements for student group travel
• Monitors faculty compliance with rules for international travel
• Manages travel and lodging arrangements for guest artists
• Maintains 100% compliance with timely completion of required System, University and job-specific online training courses

Other duties as assigned.

• High School diploma
• Five (5) years of relevant administrative experience
• Thorough knowledge of MS Office suite, financial statements and budgets
• Ability to multi-task
• excellent communications skills
• Ability to work cooperatively with others
• Ability to work independently with minimal supervision

• Bachelor’s degree
• Eight (8) years of office administration

Due to budgetary reasons, West Texas A&M University will not offer H-1B or other work authorization visa sponsorship for this position.

Candidates must be legally authorized to work in the United States at the time of hire and maintain work…