Title: Administrative Specialist

Employee Classification: Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-Ryan College of Business

Department: UNT-Info Tech & Decision Sci-131320

Job Location: Denton

Salary: $33,660.00

FTE: 1.0

Retirement Eligibility: TRS Eligible

About Us - Values Overview:

Department Summary

The University of North Texas G. Brint Ryan College of Business is the choice of more than 9,000 students and more than 2,000 graduate 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 so they can become leaders in their field.

Position Overview

This position is responsible for providing more complex administrative support and customer-oriented services to a department. Coordinates activities and acts as department/area liaison handling issues that are sensitive and confidential. Identifies and recommends improvements for administrative procedures, as necessary assignments vary from routine to complex in nature and require some latitude and problem solving and interpretation of departmental and university guidelines.

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

Bachelor's degree. Knowledge of University policies and procedures. Experience with PeopleSoft/EIS.

Required License/Registration/Certifications

None

Job Duties:

• Payroll/Human Resources. Under the direction of the department chairs and/or the department administrative coordinators process hourly student employee job postings, hiring, payroll approval, etc. Follows all UNT/College/Department policies and guidelines. Is the liaison between the Department and the lab, tutors, and graders.
• Record retention manager. Responsible for all record retention processes for the departments, including department faculty; following UNT guidelines and policy. Completes or assists Administrative Coordinator with preparation of classroom related forms (i.e. grade change forms, drop forms, pass/no pass forms).
• Serves as department receptionist/information. Monitors and answers incoming departmental phone calls and emails. Takes accurate messages and responds to messages in a timely manner. Provides backup support to the Administrative Coordinator.
• Textbook coordinator. Processes textbook orders for each semester. Monitor schedule changes (section adds/deletions, class capacity changes, etc.) and reports significant changes to bookstore. Interacts with publisher representatives and oversees the ordering of textbooks and desk copies as needed for instructors, ITDS tutor lab and library reserves.
• Enrollment management. As requested by the department chairs and/or administrative coordinators provide enrollment data/reports, class offerings, audit student transcripts, and other student/classroom related information using the EIS system.
• Department media. Under the direction of the administrative coordinators and department chairs maintain department website information ensuring accuracy and that information is updated and accurate. Works with RCoB technology department to request changes.
• FIS System. Enters syllabi and faculty information as required for the FIS reporting system under the direction of the department chairs and/or administrative coordinators.
• Faculty support. Manages and creates SPOT evaluations for departments. Handles requests from faculty when needed.
• Preparation of travel request. Prepares accurate travel requests. Maintains a budgetary spreadsheet of travel and reports expenditures to the Administrative Coordinator and/or the Department Chair.
• Help organize, arrange, coordinate, and deliver department events in conjunction with Administrative Coordinator.
• Supervision of hourly student workers/instructional assistants, including performance monitoring and timesheet approval.

Work Schedule:

Mon - Fri 8am - 5pm; may include some nights and weekends

Driving University Vehicle:

No

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

None

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) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, genetic information, or veteran status in its application and admission processes, educational programs and activities, facilities and employment practices. The University of North Texas System immediately investigates complaints of discrimination 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.