Administrative Coordinator

Title: Administrative Coordinator

Employee Classification: Administrative Coordinator

Campus: University of North Texas

Division: UNT-Student Affairs

SubDivision-Department: UNT-Student Engagement

Department: UNT-Student Activities Center-160530

Job Location: Denton

Salary: 39,600-49,500 (commensurate with experience)

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

The goal of Student Activities and the Eagle Engagement Center is to help students get connected and involved on campus, to maximize their collegiate experience. Through a variety of events, services, and resources, these departments provide students with opportunities to connect to the university and to other students in support of their persistence to a degree.

Position Overview

This position is responsible for non-routine administrative support for two departments, which includes office management, budget tracking, purchasing, travel coordination, correspondence, reporting, scheduling, and property control. The individual coordinates the operations of complex, fast-paced offices and provides administrative support that requires the use of considerable independent judgement and initiative. The individual must resolve most questions; referring only the most complex issues to higher levels.

Responsibilities of the position include, but are not limited to:

- Manage all administrative, clerical, and office operations for two departments comprising approximately 19 full time staff, 7 graduate assistants, and numerous student employees.
- Provide backup front desk coverage, including answering phones, greeting visitors, and ensuring a welcoming environment for all students and guests.
- Coordinate student employee work schedules, manage timesheets, and assist with supervision and training.
- Oversee human resources processes, including payroll, hiring paperwork, onboarding, timekeeping, and compliance with university procedures.
- Support departmental fiscal operations, including budget tracking, purchasing, deposits, reimbursements, and monthly p card reconciliation.
- Manage travel processes for both departments, including booking travel, submitting pre travel documentation, and processing reimbursements.
- Assist with classroom and space reservations for departmental needs and student organizations.
- Track and manage budgets for student focused programs, including SGA and GSC Travel Grants and Eagle Engagement Center accounts.
- Maintain departmental inventory, equipment, supplies, and annual asset reporting.
- Assist in providing guidance to student organizations regarding university and departmental policies and procedures.
- Verify academic and disciplinary eligibility of student leaders.
- Promote and maintain a supportive and student centered environment for all staff and students.
- Analyze office operations and recommend improvements to workflow, equipment, and administrative processes.
- Maintain departmental email accounts and ensure timely communication with campus partners and students.
- Perform additional duties as assigned by departmental leadership.

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

Experience that provides the following knowledge, skills, and abilities:

- Experience working in higher education and student facing environments.
- Strong written and verbal communication skills.
- Exceptional customer service and interpersonal skills.
- Advanced proficiency in Microsoft Office and familiarity with university systems (e.g., EIS, Astra, Cognos).
- Knowledge of accounting principles, budgeting, and fiscal procedures.
- Ability to manage multiple tasks, work under pressure, and adapt to changing priorities.
- Ability to maintain complex records, organize data, and prepare reports.
- Strong problem solving, critical thinking, and independent decision making abilities.
- Ability to handle confidential information with tact and discretion.
- Supervisory and training experience.

Preferred Qualifications

Required License/Registration/Certifications

Job Duties

• Manage departmental email account 
• Serves as backup for student employees by answering incoming lines and greeting visitors 
• Coordinate scheduling, manage timesheets, and assist in the supervision and training of student employees 
• Manage staff and student employee HR functions (onboarding, payroll, offboarding, etc.) 
• Communicate university policy and procedure to students, student organizations, and department staff 
• Process student organization classroom reservations
• Maintain department inventory and complete annual asset report 
• Maintain budget spreadsheets and reconcile accounts against Cognos 
• Manage departmental purchasing, including reconciling PCard reports, and income processing 
• Verify academic and disciplinary eligibility for departmental programs 

Physical Requirements

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.
Repeating motions that may include the wrists, hands and/or fingers.
Sedentary work that primarily involves sitting/standing.

Environmental Hazards

Noisy environments.
No adverse environmental conditions expected.

Work Schedule

Monday-Friday 8-5

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, 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. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration 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 a related investigation or proceeding.