Administrative Specialist

University of North Texas System•Denton, TX

1d•Onsite

About The Position

This position is responsible for providing more complex administrative support and customer-oriented services to a department. Coordinates activities and acts as reception/area liaison, handling issues that are sensitive and confidential. Identifies and recommends improvements for administrative procedures, as necessary assignments vary from routine to complex in nature and require some latitude and problem solving and interpretation of departmental and university guidelines.

Requirements

Associate's degree and three years of moderately responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training.
Exceptional customer service skills.
Intermediate 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 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

Bachelor Degree.
Knowledge of University policies and procedures.
Experience with PeopleSoft/EIS.

Responsibilities

Faculty support. Manages and creates SPOT evaluations for departments.
Handles requests from faculty when needed.
Help organize, arrange, coordinate, and deliver department events in conjunction with Administrative Coordinator.
Prepares accurate travel requests for department travel. Maintains a budgetary spreadsheet of travel and reports expenditures to the Administrative Coordinator and/or the Department Chair.
Under the direction of the administrative coordinator and department chair maintain department website information ensuring accuracy and that information is updated and accurate. Works with RCoB technology department to request changes.
Serves as department receptionist/information. Monitors and answers incoming departmental phone calls and emails. Takes accurate messages and responds to messages in a timely manner. Provides backup support to the Administrative Coordinator.
Payroll/Human Resources. Under the direction of the department chairs and/or the department administrative coordinators process hourly student employee job postings, hiring, payroll approval, etc. Follows all UNT/College/Department policies and guidelines. Is the liaison between the Department and the lab, tutors, and graders.
Record retention manager. Responsible for all record retention processes for the departments, including department faculty; following UNT guidelines and policy. Completes or assists Administrative Coordinator with preparation of classroom related forms (i.e. grade change forms, drop forms, pass/no pass forms).
Textbook coordinator. Processes textbook orders for each semester. Monitor schedule changes (section adds/deletions, class capacity changes, etc.) and reports significant changes to book store. Interacts with publisher representatives and oversees the ordering of textbooks and desk copies as needed for instructors, tutor lab and library reserves.
Enrollment management. As requested by the department chairs and/or administrative coordinators provide enrollment data/reports, class offerings, audit student transcripts, and other student/classroom related information using the EIS system.
FIS System. Enters syllabi and faculty information as required for the FIS reporting system under the direction of the department chair and/or administrative coordinator.