Administrative Coordinator

Title: Administrative Coordinator

Employee Classification: Administrative Coordinator

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-Ryan College of Business

Department: UNT-Ctr EnergyAcct&Sustainability-131700

Job Location: Denton

Salary: $39,600.00

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

The G. Brint Ryan College of Business is the choice of nearly 10,000 students, making it one of the largest business schools in the nation. Since 1961, the college has been continuously accredited by the Association to Advance Collegiate Schools of Business (AACSB), a hallmark of the world’s best business schools. Nationally recognized and cutting-edge degrees enable students to learn beyond the classroom, preparing them to become leaders in their field.

Position Overview

The Administrative Coordinator provides comprehensive support to the Director of the Center for Energy Accounting and Sustainability (CEAS) and is responsible for overseeing the center's daily operations. Acting as the first point of contact for visitors and external inquiries, this position ensures the smooth and professional functioning of the Center and serves as the on-site representative when the Director is unavailable. Key responsibilities include coordinating with event planning committees, the advisory board, and other external partners to plan, arrange, and manage CEAS seminars, conferences, and special events. The Administrative Coordinator also manages the sales of the Petroleum Accounting textbook and oversees the publication and promotion of the Journal of Energy Accounting and Sustainability. Financial and administrative duties encompass assisting with departmental accounts, donor deposits, purchasing, p-card transactions, travel arrangements, and financial reporting. The position also handles donor-related transactions, coordinates with other departments and centers as needed, and provides support in managing the delivery of CEAS courses. Additional responsibilities include training and supervising student workers, processing HR paperwork such as ePARs, and managing other personnel-related documentation. By maintaining strong communication with internal and external stakeholders, the Administrative Coordinator plays a central role in advancing the mission and activities of CEAS.

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

The position requires exceptional customer service skills and strong written and verbal communication abilities. Proficiency in Microsoft Office and related business software is essential, along with a solid understanding of accounting and budgeting procedures. The successful candidate must be able to manage competing priorities under pressure, adapt to changing circumstances, and work independently with professionalism and efficiency.
Strong organizational skills are critical, including the ability to maintain accurate records, assemble and analyze data, and prepare timely reports in accepted formats. The role also requires demonstrated experience in planning, coordinating, and managing events such as seminars, conferences, and advisory board meetings, with careful attention to detail from initial planning through successful completion. The position demands sound judgment, tact, and resourcefulness in handling confidential matters, as well as the ability to develop and maintain effective working relationships with internal and external stakeholders. The role also includes assisting with the publication and promotion of the Journal of Energy Accounting and Sustainability.

Preferred Qualifications

Familiarity with university policies, practices, procedures, and terminology relevant to the Center’s operations is preferred.

Job Duties

• Assistant to the Director of the CEAS. Provides executive-level assistance, including travel arrangements, calendar, and meeting organization. 
• Events: Arranges event locations, prepares agendas, orders catering, takes minutes, distributes minutes to members as requested. 
• Budget. Oversees the budget for the CEAS. Works with RCoB Budget Officer and Advancement Team to ensure donations are deposited and posted to the budget. 
• Supervision. Hires, trains and supervises Student Employees. Oversees time entered into payroll system. Supplies. Orders supplies, maintains a neat, clean office area. Serves as one of the RCOB Safety Coordinators. 
• Travel. Arranges travel, booking hotels, flights, etc. Works with RCOB Dean's Office to ensure travel costs are reimbursed to travelers. 
• CEAS Website: Ensure CEAS website is correct and updated as needed. 
• Publication sales. Handle sales of publications both online and print versions. Tasks includes; preparation of mailings, maintain records of sales, and create and submit journal entries for sales (splitting net sales from Texas sales tax for proper coding for Sales Tax payment by UNT Financial Reporting). 
• Assist Director with course (ACCT 5710) duties as requested; preparation of documents, i.e., Homework Problems, Exams, enter grades in Canvas, and proctor exams. Arrange speaker gifts and speaker parking permits. 
• Serve as the first point of contact for the CEAS as well as for other Centers in the RCOB Centers Suite. Answer phones, greet visitors, and route calls. 
• Maintain royalties on book sales. Prepare calculations and distribute royalties to two entities on a quarterly basis. 

Physical Requirements

• Communicating with others to exchange information.
• 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 am-5 pm with occasional nights and weekends.

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.