Administrative Coordinator

University of North Texas System•Denton, TX

52d•Onsite

About The Position

This position provides administrative support to the department chair and academic department of over 20 regular faculty plus doctoral students and adjuncts. Major duties include scheduling the department's semester class schedule through careful coordination with the faculty and chair; managing departmental budgets and faculty expenses, processing salaried and hourly payroll; facilitating employee onboarding and off boarding processes, procuring goods/services via purchasing card and requisitions; securing classrooms and transmitting changes to Registrar; facilitating faculty and staff recruitment by managing postings and applicants, scheduling video and campus interviews, arranging travel; and supporting student organization events.

Requirements

Bachelor's degree and two years of highly responsible and varied office administration or business management experience; or any equivalent combination of education, training, and experience.
Exceptional customer service skills.
Advanced written communication skills.
Advanced Microsoft Office skills.
Knowledge of accounting/budgeting procedures.
Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others.
Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats.
Ability to conceptualize, plan and organize multiple programs and assignments effectively.
Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
Skill in developing and maintaining good working relationships.
Knowledge of policies, practices, procedures and terminology of assigned function.

Nice To Haves

Strong organizational skills and ability to multitask.
Familiarity with UNT systems and policies.
Knowledge of PowerBI, EIS, and other UNT Financial reporting systems.
Motivated, self-directed, and have the ability and willingness to communicate in a positive, courteous, and professional manner.

Responsibilities

Provides executive-level support to the Department Chair, including recommending and implementing policies and procedures.
Serves as the office manager and the liaison for the department to university/college areas (e.g., VPAA, Human Resources, registrar).
Provides support with correspondence, calendar maintenance, data compilation, preparation of reports, and related responsibilities.
Responsible for management/oversight of departmental budget, including reporting and forecasting.
Reconciles all departmental accounts regularly to ensure expenditures are accurate.
Submits appropriate ABAs and IDTs, as necessary.
Responsible for all aspects of creating/maintaining courses in Courseleaf.
Work closely with chair and Undergraduate/Graduate Advising to cultivate a set of classes that meets the needs of the students.
Notify students when changes are made to courses (new sections/closed sections/dropped sections) so that students can successfully graduate in a timely manner.
Attends required training sessions as required by the University.
Responsible for all aspects of student academics, including but not limited to, grade changes and instructor changes.
Works closely with Undergraduate/Graduate Advising.
Follows FERPA guidelines.
Stays current on UNT and College policies.
Provides administrative support and is responsible for all aspects of the hiring and payroll process for adjuncts, doctoral students, and hourly students for department.
Coordinator for departmental faculty searches which includes candidate travel, interview schedules, and other requests as necessary.
Follows safety procedures and security measures.
Attends ATEAM meetings and various required training sessions as required by the college and university.
Oversees the departmental scholarship process by ensuring that all University procedures are followed.
Monitors budgets of scholarship endowments and donor records.
Provides assistance to the department chair and department scholarship committee.
Maintains scholarship records and acts as consultant to the college scholarship processor.
Organizes and assists with various special projects and events in support of the department and college (e.g., faculty meetings, advisory board meetings, commencement, etc.).
Responsible for the collection of data and its analysis and the preparation of materials for events, meetings, and conferences.
Responsible for processing and budgeting for the purchasing of goods and services for the department.
Prepares and submits travel requests and reimbursements for faculty and PhD students.
Coordinates student travel and reimbursements.
Ensures that the department's budget and policies are followed by faculty and students.
Stays current with all UNT/College purchasing and travel policies.