Senior Administrative Specialist

University of North Texas System•Denton, TX

1d•Onsite

About The Position

Within the CLASS Division of Humanities; Assists Graduate Director in all administrative duties; in addition to the annual Graduate Recruitment weekend. Responds to Graduate Office inquiries.

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 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.

Responsibilities

Collect, organize and maintain applicant materials, (letters of recommendation, writing samplers, etc.) Enters admission decisions in EIS and sends out letters of acceptance. Guides new hires through onboarding process.
Update TRACDAT in concert with directors of graduate and undergraduate studies.
Advises student of registration and restriction codes each semester or when advisors are otherwise unavailable. Makes Add/Drop schedule changes on EIS as required.
Provides routine assistance to TFs and AAs as needed. Creates files for TF applicants. Write letters of acceptance or regrets. Prepares and processes degree plans and assists students with graduate study travel.
Prepares and maintains a list of teaching fellows (TF) for unit payroll and budget use. Creates hourly student, teaching fellow, & graduate assistant ePARs.
Purchasing via ePRO requisitions & approved PCard purchases for the graduate office and functions.
At the unit Director's request, assigns TF office space. Prepares the office space for reassignment and maintains teaching fellow facilities and equipment.
Orders desk copies for teaching fellows and professors each semester.
Tracks status of PhD graduates annually for 5 years after graduation. Maintains record of each graduate's current employment status.