Administrative Specialist

Title: Administrative Specialist

Employee Classification: Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Science

Department: UNT-Institute for Applied Sciences-125000

Job Location: Denton

Salary: 35000.00

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

The Institute of Applied Science (IAS) is under the College of Science and in the same department as the Advanced Environmental Research Institute (AERI) at the University of North Texas in Denton, Texas. IAS was a vision of Dr. J.K.G. Silvey. Highly regarded in his field, Dr. Silvey established during his tenure a nationally and internationally recognized water research program, and, in 1970, founded the Center for Environmental Studies, which became the Institute of Applied Sciences in 1973.

The Advanced Environmental Research Institute is one of the "Institutes of Research Excellence" at the University of North Texas. AERI is comprised of a multidisciplinary team of researchers committed to collaborating on large research projects with an emphasis on the application of research findings to solutions for the most pressing environmental issues. AERI also fosters mentored research and training opportunities for students to help prepare them for career fields that address challenging environmental, sustainability, and injustice issues in novel ways.

AERI is founded on UNT's strong legacy of investigating and addressing environmental issues, which began with the eminent scientist, Dr. J.K.G. "Doc" Silvey, who began water research at UNT. For nearly 80 years, our researchers have been investigating the complex nature of the environment and how people's actions influence it.

The mission of AERI is to foster, facilitate, and conduct collaborative interdisciplinary science-based environmental research that provides an understanding of how human actions impact the environment and then uses that knowledge to suggest scientific, engineering, policy, and/or educational solutions to mitigate real-world environmental problems.

Position Overview

This position reports to the Sr. Administrative Coordinator and serves as the first point of contact for all AERI students, visitors, faculty, and guests. The Administrative Specialist serves as one of the administrative support members to the UNT AERI Faculty, Staff, and Students. This position is responsible for providing administrative support to ensure customer service is delivered effectively and efficiently. This position is responsible for and assists with the IAS and AERI daily operations. This cross-trained position will assist with all aspects of administrative support. Responsibilities include front-office support, office errands, answering telephones, reception, purchasing, full-cycle travel processing, space survey, poster printing, shipping and receiving, database management, and reporting on matters relating to the IAS fleet.

Minimum Qualifications

Associate's degree and three years of moderately responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training.

Knowledge, Skills and Abilities

* Exceptional customer service skills.
* Intermediate 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 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: Experience with the Microsoft Office suite, including Outlook, Excel, and Word. Prior experience in a professional office environment with experience in filing and record keeping, organizational skills, attention to detail, and an intermediate level of experience with Excel. The ability to walk across campus or drive the department golf cart and carry boxes that could weigh up to 50 lbs. This is a fast-paced office that requires a willingness to learn quickly and to change processes when needed, as well as the ability to multitask.
Preferential consideration for applicants who have considerable knowledge of general office procedures, practices, and advanced customer service skills. Knowledge of Microsoft Office Suite and accounting/budgeting procedures. Ability to keep complex records; to assemble and organize data of a complex nature, and to prepare and submit reports in acceptable formats. Ability to establish and maintain good working relationships. Ability to communicate effectively orally and in writing. Ability to conceptualize, plan, and organize multiple programs and assignments effectively. Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others. 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 functions.

Required License/Registration/Certifications

Driver's License

Job Duties

• Friendly and courteous interaction with IAS faculty, staff, students, and guests. A willingness to go above and beyond to helpa team spirit. 
• IAS Fleet assistance/ website calendar, room, and vehicle reservations. 
• Reporting duties include telecom reports and budget reports generated from departmental shadow accounting. 
• The departmental processor of Requisitions. Following all UNT/BSC procedures. Attend Purchasing classes to stay current on UNT/BSC policies and procedures. 
• Front office support and Reception, including phones, errands, and greeting visitors. 
• Prepare and assist with travel processing request attend travel classes to stay current on UNT processes. This position is responsible for travel and procurement. 
• Assist with workshops, conferences, seminars, or departmental mailings when necessary. The position also maintains the cleanliness of common areas and helps with setup and tear for meetings. 
• Completes tasks by deadlines, works well independently, and works well with deadlines. 
• Provides office support to other IAS staff such as proofreading documents, typing correspondence, or preparing reports, as requested. 
• Departmental Pcard holder/purchaser. Following all UNT/BSC procedures. Attend Pcard classes to stay current on UNT/BSC policies and procedures. 

Physical Requirements

• Communicating with others to exchange information.
• Moving self in various positions to perform tasks in tight and confined spaces.
• Operating motor vehicles or heavy equipment.
• Sedentary work that primarily involves sitting/standing.
• Lifting and Moving objects up to 50 pounds.
• Moving about to accomplish tasks or moving from one worksite to another.
• Repeating motions that may include the wrists, hands and/or fingers.

Environmental Hazards

No adverse environmental conditions expected.

Work Schedule

M-F 8-5 pm

Driving University Vehicle

Yes

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.