Job Posting Title:
Butler School of Music Scholarships Coordinator----
Hiring Department:
College of Fine Arts----
Position Open To:
All Applicants----
Weekly Scheduled Hours:
40----
FLSA Status:
Exempt----
Earliest Start Date:
Immediately----
Position Duration:
Expected to Continue----
Location:
UT MAIN CAMPUS----
Job Details:
The College of Fine Arts is the college of creativity at The University of Texas at Austin—a home for artists, performers, designers, scholars, educators, makers and creatives ready to change the world.
This position reports to the College of Fine Arts Dean’s Office and the central scholarships team, but the office is located within the Butler School of Music building.
100% employer-paid basic medical coverage
Retirement contributions
Paid vacation and sick time
Paid holidays
This job description may not contain 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.
The Butler School of Music (BSOM) Scholarships Coordinator facilitates our music scholarships program, including selection, awarding, disbursement and communications. The coordinator also assists with prospective music student visits and events.
Administer BSOM scholarships and support Scholarship Awarding Committee Awarding process. Manage the full lifecycle of BSOM scholarships. Assign student awardees specific scholarships for which they qualify. Continue to verify student eligibility at key points in the academic calendar, ensuring that students meet donor, university, and music school requirements. Create placeholder scholarships for multi-year recruitment awards. Verify student eligibility at key points; ensure donor and university requirements are met. Input awards in the university’s scholarship management systems and troubleshoot disbursement issues. Monitor fund balances and acceptance of awards; adjust as needed. Support the Butler School of Music Student Awards Committee (SAC); serve as a resource on award balances, timelines and procedures, and attend committee meetings. Communicate Non-resident Tuition Exemption (NRTE) awards to COFA Scholarships Manager.
Coordinate Reporting, Technology, and Cross-Unit Communication. Create reports concerning student awardees and scholarship resources for SAC, BSOM leadership, and the College of Fine Arts Dean’s Office. Complete training and stay up to date as a regular user of university technology related to: scholarship administration (LASSO), accounting (FRMS), donor stewardship (VIP). Maintain regular communications with staff involved in scholarship awarding, student admissions, development, and accounting to ensure alignment and accuracy. Liaise with Mariachi on ensemble scholarships to ensure awarding procedures and timelines are followed.
Coordinate student scholarship communications. Communicate with admitted and enrolled students about Butler School of Music scholarship awards, including but not limited to application procedures, eligibility, award information, disbursement timelines, and donor stewardship. Serve as primary contact for students with questions about their LHB scholarship awards. Request thank-you letters from students who receive scholarships funded by high-profile supporters of the Butler School; review, provide feedback when necessary, and approve student submissions. Print and distribute student letters.
Coordinate and award Longhorn Band scholarships. Create a roster of validated LHB Scholarship candidates by merging data from multiple sources, including the scholarship management system, official course rosters, and internal LHB roster. Create the LHB Continuing Band Member Scholarship Application to support scholarship eligibility and tracking. Work collaboratively with LHB directors to match LHB members to available scholarships for which they are eligible. Enter awards in scholarships system and troubleshoot disbursement issues with LHB Senior Administrative Associate.
Coordinate ad-hoc and special scholarship processes. Coordinate evaluation of enrolled music students who complete the College of Fine Arts Continuing Student Scholarship Application. Facilitate the nomination of music students for college-wide, university-wide and external scholarships (e.g., Texas Exes, Presser Foundation). Ensure compliance and timely processing for non-standard ad-hoc awards. Coordinate with faculty who request these awards and facilitate the intake form for their submissions.
Coordinate and assist with prospective student visits, events and ad-hoc projects. Coordinate visiting prospective student “Shadow Days” and assist with other events as requested. Assist the Director of Admissions and Scholarships and Scholarships Manager with additional ad-hoc projects.
Bachelor’s Degree
At least three years’ experience administering or coordinating a program
Experience organizing a high volume of data and information
Working experience with Microsoft Excel (building reports, merging data)
Competencies:
Accuracy and Attention to Detail
Initiative
Problem Solving
Managing Multiple Projects
Effective Communication
Service Excellence
Relevant education and experience may be substituted as appropriate.
Administrative experience working in the arts or arts-related field
Beyond working experience in Excel (pivot tables, v/x lookup)
Experience working in a higher education administrative environment
UT Systems, specifically, LASSO, FRMS, VIP, Advisor’s ToolKit, SWiMS
$50,000 - $55,000
5 days in-office for at least first 45 days of employment. 3-days minimum in office after new in position period ends.
Prolonged screen time
Repetitive use of a keyboard at a workstation
Use of manual dexterity.
Monday – Friday, 8am – 5pm
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
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.----
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.
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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 most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.