Senior Administrative Specialist

University of North Texas System•Denton, TX

2d•Onsite

About The Position

The University of North Texas System is seeking a Senior Administrative Specialist to manage the administrative operations and customer-related services for Student Legal Services (SLS) and the Dean of Students Office. This role provides essential legal and administrative support, including preparing correspondence and legal documents, screening calls, managing travel and purchasing, assisting with budget preparation, and maintaining inventory. The position also involves creating cases from referrals, addressing general and specific legal information requests, training student employees, managing payroll documentation, and participating in office assessments. The Senior Administrative Specialist acts as a primary point of contact, reflecting positively on the University of North Texas and SLS, and must maintain strict confidentiality.

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 abilities.
Knowledge of or ability to acquire accounting / budgeting UNT 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 with students, various UNT departments, and external entities.
Knowledge of UNT policies, practices, procedures and terminology of assigned function.
Proper grammatical skills in English.
Supervisory skills.
Communicating with others to exchange information.
Lifting and Moving objects up to 20 pounds.
Moving about to accomplish tasks or moving from one worksite to another.
Moving self in various positions to perform tasks in tight and confined spaces.

Nice To Haves

Bachelor’s degree and one year of responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training.
Payroll, budgets, purchase orders, travel vouchers, report preparation, laws, legal codes, court procedures, Efiling, and prior law office administrative experience.
Knowledge of principles and processes for providing quality customer and personal services.
Knowledge of case management systems (Titanium), legal research, and drafting legal forms.

Responsibilities

Provide legal and administrative assistant support services as needed by Student Legal Services, and the various departments under the Dean of Students.
Prepare drafts or correspondence and legal documents.
Screen incoming calls.
Plan travel, purchase orders, purchasing card and interdepartmental orders.
Assist with budget preparation and monitor and maintain office supply and asset inventory.
Prepare the Student Service Fee request in order to obtain continued funding for the office.
Provide other administrative support to the Dean of Students office to include creating cases from referrals and other needed support.
Address requests for general and specific legal information.
Maintain the office as an area committed to student services.
Train and orient student employees.
Create schedules and maintain timesheets for payroll.
Prepare sick leave and vacation requests.
Assist in court hearings.
Perform notary services.
Participate in office assessment.
Draft legal documents and correspondence for clients and other parties.
Perform legal research as necessary.
Maintain the case management system (Titanium), as well as the case list tracker.
Follow up with attorney on law suit deadlines and urgent legal matters.
Greet students promptly and politely, in-person, by video and by telephone.
Provide accurate information.
Consult with an attorney or appropriate department, if response to students' questions are unknown.
Exercise good judgment and discretion as a collaborative problem solver.
Act professionally as the position reflects upon the image of the University of North Texas ("UNT") and SLS.
Immediately report major or critical problems to the director of SLS.
Maintenance of office procedures, clerical tasks, programming, tabling, and projects.
Prepare requisitions; travel requests; payroll and timesheets; inventory reporting; and, purchasing office supplies.
Provide legal research, implementation of SLS processes and procedures, and attend public awareness projects such as tabling.
Plan and organize relevant events and programs for our student population, including tabling at UNT Denton and UNT Frisco.
Maintain an Excel spreadsheet for internal updates of department budget, forecasting and planning based on past budgets and projected future costs.
Work closely with the department head to prepare Student Service Fee request and annual reports.
Act as purchasing credit cardholder for SLS and Dean of Students.
Reconcile bank statements on a timely basis, as required by Payment Purchasing Services; notify director immediately of discrepancies or problems using the card.
Work on regularly scheduled assessments for the department in order to meet performance standards.
Review resumes and hire new student employees as necessary.
Monitor student work and attendance.
Provide assistance to staff as requested.
Maintain good working relationships with staff.
Represent the department in committees and at meetings when requested.
Provide new staff members and student workers with the information necessary to become familiar with office procedures.
Have continuing instruction and education as necessary.
Collaborate with other UNT departments for outreach programs.
Update office procedures to maintain or increase effectiveness.
Maintain or obtain notary public status in order to provide students with this service.
Assist Dean of Students departments with administrative duties such as creating new cases and assisting with managing email inbox.