Title: Administrative Coordinator

Employee Classification: Administrative Coordinator

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-Honors College

Department: UNT-Honors College-Dean's Off-140100

Job Location: Denton

Salary: $39,600.00

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview:

Department Summary

Department of TAMS and Honors College:

The Texas Academy of Mathematics and Science (TAMS) is a unique residential program for high school-aged Texas students who are high achievers and interested in mathematics and science. While living on campus in McConnell Hall, students in this two-year program complete a rigorous academic curriculum of college coursework at the University of North Texas (UNT). Instruction is by university faculty. There are no high school courses taught, but students enjoy many of the activities of high school and the company of age mates who are intellectual peers.

The Honors College is dedicated to enriching the undergraduate academic experience for the more than 2,000 talented, motivated, and well-prepared students who choose to be members. The goal of the Honors College is to help these students build an excellent foundation that prepares them for studying at the graduate level and establishing a fulfilling career.

Position Overview

The Administrative Coordinator is responsible for aiding the Associate Dean for Research and National Scholarships in all areas governed by his office, including, but not limited to, national scholarships, TAMS and Honors Named Scholarships, TAMS and Honors Summer Research Scholarships, the Undergraduate Research Fellowship (URF), Terry Scholars recruitment, and grade reporting.

Minimum Qualifications

Bachelor's Degree and two years of highly responsible and varied office administration or business management experience; or any equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

• Exceptional customer service skills.
• Advanced written communication 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.

Preferred Qualifications

The preferred candidate will possess the following additional qualifications:

• High level skill set using Microsoft Office, Excel, Word, Outlook, cloud-based file management, file cloud knowledge a plus.
• Ability and experience with short and long-range planning via Outlook calendar and with email follow-up for appointments and events.
• Experience and skill in follow-up on receipt of missing documentation, problem solving with in a firm deadline.
• Excellent communication skills and extremely high judgement when dealing with students and Terry Foundation confidential information.

Job Duties:

• Serves as main point of contact for the Terry students and Terry Foundation. Organizes any and all Terry documents, including applications and grade reporting. Fields incoming questions from the Foundation and scholars (current and prospective). Helping to orchestrate Terry events on campus such as orientation sessions.
• Serves as primary administrative support for the Associate Dean for Research National Scholarships/UNT Terry Coordinator. Keeps the calendar for the Associate Dean. Arranges individual conferences between students and the Associate Dean. Creates, organizes, and begins all Zoom/TEAMS meetings for the Associate Dean. Coordinates purchases.
• Serves as point of contact for TAMS (Texas Academy of Mathematics and Science) Early and Summer Researchers, Undergraduate Research Fellowship (URF) applicants, Presidential Scholars applicants, and other Nationally Competitive Scholarships. Processes all applications. Filing and sorting of applications, as needed. Collates materials for all national scholarships requiring institutional endorsement and uploads all requisite forms to scholarship websites. Coordinates mailout and Associate Deans assessment of TAMS Early and Summer Researchers applications and URF applications. Coordinates with all Presidential Scholarships nominees for TAMS, communicates with them, and prepares submits recommendations online to the Presidential Scholarship Foundation website. Plans summer luncheons for TAMS summer researchers. Coordinates distribution and faculty assessment of all named TAMS and Honors College scholarships.
• Meets with Director of Finance and Operations to discuss administrative information and receive clarification when needed.
• Follows business communication chain of command. Works with all Assistant and Associate Directors/Deans and administrative staff to ensure office runs as smoothly as possible when the Dean is unavailable. Willingness to cross train with other administrative staff in TAMS and the Honors College. Needs to have a working knowledge of information requisite to address issues in the absence of the Associate Dean.
• Professional development and continuous training. Continues to attend trainings pertinent to the job, for personal and professional growth. Attends pertinent or required professional development sessions/seminars/conferences as they become available.
• Completes university and state required annual training and reports. Adheres to processes and deadlines. 
• Attends functions as needed for TAMS and the Honors College. Serves as liaison or support for Associate Dean when needed at events/meetings/programs in and outside of TAMS and the Honors College.
• Coordinates with the Honors College Events Director, as needed. Works with the Honors College Event Coordinator to orchestrate receptions to honor faculty research mentors.
• Schedules Zoom or personal conferences between Associate Dean and all new faculty members.

Physical Requirements:

• Communicating with others to exchange information. 
• Moving about to accomplish tasks or moving from one worksite to another. 
• Sedentary work that primarily involves sitting/standing.
• Repeating motions that may include the wrists, hands and/or fingers.

Environmental Hazards:

• No adverse environmental conditions expected.

Work Schedule:

Monday – Friday, 8:00am – 5:00pm

Driving University Vehicle:

No

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted. 

Benefits:

For information regarding our Benefits, click here.

EEO Statement:

The University of North Texas System is firmly committed to equal opportunity and does not permit -- and takes actions to prevent -- discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, or veteran status in its application, employment practices and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities, facilities and employment practices. The University of North Texas System promptly investigates complaints of discrimination, harassment and related retaliation and takes remedial action when appropriate. The University of North Texas System also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist or participate in an investigative proceeding or hearing.