Senior Administrative Specialist

University of North Texas System•Denton, TX

12d•$36,336•Onsite

About The Position

The Sr Administrative Specialist is responsible for assisting with core administrative functions that support the Libraries’ day-to-day operations, including centralized purchasing, student employee supervision, budget management, and travel processing. The University of North Texas Libraries supports the academic and research mission of the university by providing access to collections, services, and spaces that facilitate learning, discovery, and innovation. The administrative finance team oversees financial planning, budget management, and administrative processes (HR, purchasing and travel) to ensure responsible stewardship of university resources.

Requirements

Bachelor's degree and one year of highly responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training.
Exceptional customer service skills.
Advanced Microsoft Office skills.
Knowledge of university purchasing and procurement procedures.
Knowledge of university travel 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 work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
Ability to conceptualize, plan and organize multiple programs and assignments effectively.
Skill in developing and maintaining good working relationships.
Knowledge of policies, practices, procedures and terminology of assigned function.

Nice To Haves

Experience working in higher education administration, finance, or operations
Experience with purchasing for a university
Experience with Coupa and Jaggaer eProcurement
2 years of supervisory experience of student employees

Responsibilities

Purchasing all orders under $5K on either Pcard or Requisition as a part of a centralized library purchasing team for both online vendors and in store, purchases (e.g. Sam’s Club and Kroger)
Managing student workers, which includes hiring, training, and supervising for all student tasks and special projects, and general office support functions
Assisting with travel inquiries, purchases and reimbursements, and serving as backup for Coupa support
Developing and presenting training materials over areas of administrative responsibility
Processing data entry, running queries, compiling reports, and assisting with budget reconciliation
Processing all administrative forms as required by purchasing and travel workflows including contract review requests
Serving as backup receptionist support
Participates in department projects and coordinates special projects as assigned
Completes ePARs to create records for student assistants or make changes to funding source, employee status, pay rate, etc. ePARs are completed in a timely, accurate fashion. Notifies student assistant supervisors when records are created in EIS. Supervisors receive timely notification.
Perform data inquiries for recent hires, pay rate changes, and data changes to student ePARS. Run queries on student time per pay period to ensure timely approval and submission from student supervisors.
Share responsibility for the smooth day to day operations of the Administrative Office Greets patrons and helps maintain a high standard of customer service in the admin office. Answers phones in a timely manner.
Assist with interviewing candidates for potential student employees to work in the Administrative Office and help select qualified applicants in cooperation with other office staff. Participates in interview process as needed. Provides feedback.
Assist with supervising of Admin Office student employee. Monitor work flows and projects. Provide feedback and assistance as needed.
Serves as an active member of the Libraries Admin Office Team participates in meetings, provides feedback, reviews workflows and processes. Attends meetings and provides suggestions to improve workflows. Helps with planning of food events as needed.
Serves on committees and/or work groups, as elected or appointed by supervisor. Participates fully in committee assignments with collegiality
Oversees purchasing for the Libraries: Enters, reviews and processes purchases requests in the Libraries Purchases Dashboard. Processes are followed according to universities policies and workflow guidelines. Review process is done in a timely manner and follow up is made as needed.
Communicates with library staff, vendors and purchasing departments to troubleshoot issues and ensure proper workflows are followed. Utilizes excellent communication skills and responds to inquiries in a timely manner.
Arrange for shipment of express shipped items, including arranging to have items shipped to libraries that have been given to us or acquired for our collection. Processes are completed in a timely manner.
Holds a pcard and acts as Libraries buyer. PCard responsibilities are fulfilled. Maintain records of Purchasing Card transactions (track items purchases and the expenses) back up reconciler for two other staff members.
Participates in reconciler processes as needed and monitors records of purchasing card transactions each month.
Enters requisitions in ePRO in EIS. Utilize Cognos to research budget questions as needed. Enters simple requisitions within 3 days.
Contacts vendors and requestors as needed and within a timely manner when issues arise. Solicit bids and submit purchase requests using UNT and State of Texas purchasing procedures and regulations. Follows UNT and State of Texas purchasing policies procedures and regulations.
Assist with requisition workflow, monitor purchase status, and follow up with requestors and vendors as needed. Receive merchandise and approve invoices for payment. Delivers merchandise within 3 days, and approves invoices in a timely manner. Follows UNT and State of Texas purchasing policies procedures and regulations
Participates in department projects. Completes tasks according to assigned guidelines and deadlines. Serves as back up in office areas. Answers questions when other office managers are out of the office.
Special projects for Dean as assigned. Completes projects according to guidelines and deadlines.