Senior Administrative Specialist

University of North Texas System•Denton, TX

11d•Onsite

About The Position

This position, within the CLASS Division of Humanities, assists the Graduate Director with all administrative duties, including the annual Graduate Recruitment weekend. The role also involves responding 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.
Supervisory skills.

Responsibilities

Collect, organize, and maintain applicant materials (letters of recommendation, writing samples, etc.).
Enter admission decisions in EIS and send out letters of acceptance.
Guide new hires through the onboarding process.
Update TRACDAT in concert with directors of graduate and undergraduate studies.
Advise students on registration and restriction codes each semester or when advisors are unavailable.
Make Add/Drop schedule changes on EIS as required.
Provide routine assistance to TFs and AAs as needed.
Create files for TF applicants.
Write letters of acceptance or regrets.
Prepare and process degree plans and assist students with graduate study travel.
Prepare and maintain a list of teaching fellows (TF) for unit payroll and budget use.
Create hourly student, teaching fellow, & graduate assistant ePARs.
Handle purchasing via ePRO requisitions & approved PCard purchases for the graduate office and functions.
Assign TF office space at the unit Director's request.
Prepare office space for reassignment and maintain teaching fellow facilities and equipment.
Order desk copies for teaching fellows and professors each semester.
Track the status of PhD graduates annually for 5 years after graduation.
Maintain a record of each graduate's current employment status.