Senior Administrative Specialist

University of North Texas System•Denton, TX

2d•Onsite

About The Position

The University of North Texas System is a growing institution in the Dallas-Fort Worth region, comprising the University of North Texas in Denton and Frisco, the University of North Texas at Dallas and UNT Dallas College of Law, and University of North Texas Health Fort Worth. With over 14,000 employees and educating over 49,000 students, the UNT System is committed to excellence, curiosity, and innovation, fostering a people-first, values-based culture that emphasizes care, respect, belonging, access, courageous integrity, and a spirit of curiosity. Student Legal Services (SLS) offers a wide range of legal guidance to University of North Texas students, including counseling, advice, and representation in various legal matters, excluding criminal cases and traffic tickets. This Senior Administrative Specialist position is crucial for managing the administrative operations and customer-related services for both Student Legal Services and the Dean of Students Office.

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, adjust to constant changes, handle multiple tasks, and coordinate the work of others.
Ability to keep complex records, assemble and organize data of complex nature, and 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.

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 experience.
Budgeting experience.
Purchase order experience.
Travel voucher experience.
Report preparation experience.
Knowledge of laws, legal codes, court procedures, and Efiling.
Prior law office administrative experience.
Knowledge of principles and processes for providing quality customer and personal services.
Knowledge of case management systems (Titanium).
Knowledge of legal research.
Knowledge of 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 of correspondence and legal documents.
Screen incoming calls.
Plan travel, process purchase orders, purchasing card transactions, and interdepartmental orders.
Assist with budget preparation and monitor/maintain office supply and asset inventory.
Prepare the Student Service Fee request to secure continued funding for the office.
Provide other administrative support to the Dean of Students office, including creating cases from referrals.
Handle initial public contact, addressing 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, including legal research.
Maintain the case management system (Titanium) and the case list tracker.
Follow up with attorneys on lawsuit deadlines and urgent legal matters.
Greet students promptly and politely in-person, by video, and by telephone, providing accurate information.
Consult with an attorney or appropriate department if student questions are unknown.
Exercise good judgment and discretion as a collaborative problem solver.
Act professionally, reflecting the image of the University of North Texas (UNT) and SLS.
Immediately report major or critical problems to the director of SLS.
Maintain office procedures, clerical tasks, programming, tabling, and projects.
Ensure neatness, good organization, accuracy, timeliness, completeness, and reliability, with utmost importance on confidentiality and protection of student information.
Prepare requisitions, travel requests, payroll and timesheets, inventory reporting, and purchasing office supplies.
Provide legal research, implement SLS processes and procedures, and attend public awareness projects such as tabling.
Plan and organize relevant events and programs for the student population, including tabling at UNT Denton and UNT Frisco.
Maintain an Excel spreadsheet for internal updates of department budget, forecasting, and planning.
Work closely with the department head to prepare Student Service Fee requests and annual reports.
Act as purchasing credit cardholder for SLS and Dean of Students, reconciling bank statements and reporting discrepancies.
Work on regularly scheduled assessments for the department to meet performance standards.
Review resumes and hire new student employees.
Monitor student work and attendance, provide assistance to staff, and maintain good working relationships.
Represent the department in committees and at meetings when requested.
Provide new staff members and student workers with necessary information about office procedures and ensure continuing instruction and education.
Collaborate with other UNT departments for outreach programs.
Update office procedures to maintain or increase effectiveness.
Maintain or obtain notary public status to provide this service to students.
Assist Dean of Students departments with administrative duties such as creating new cases and managing email inboxes.