Administrative Specialist

Title: Administrative Specialist

Employee Classification: Administrative Specialist

Campus: University of North Texas

Division: UNT-Univ Brand Strategy & Comm

SubDivision-Department: UNT-Univ Brand Strategy & Comm

Department: UNT-PDS - Printing & Distribution-181200

Job Location: Denton

Salary: Commensurate with experience

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

As the chief communications organization for the University of North Texas, the Division of University Brand Strategy and Communications (UBSC) collaborates with internal and external partners to:
• Advance and protect UNT’s institutional identity and reputation.
• Reinforce and grow UNT’s brand in graphics, images and words.
• Increase UNT’s visibility in public and in the higher education marketplace.
• Support UNT’s student recruitment, retention and graduation goals.
• Strengthen UNT’s relevance and value to key audiences, including alumni, donors, faculty and staff members, and encourage community engagement.

Position Overview

This position is responsible for routine administrative support in more varied areas that may include inventory, developing/creating correspondence and data collection. Position duties require more independent judgment and decisionmaking has greater impact. Duties are standardized. Resolves routine questions where problems have occurred before and their solutions generally are familiar. Refers more complex issues to higher levels. This position will also be responsible for maintaining university branding standards and compliance.

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

Required License/Registration/Certifications

Job Duties

• Prepares accurate estimates and work orders. 
• Knowledge of commonly accepted professional standards in all areas. 
• Understands and follows procedures for production in all areas within the department 
• Ability to interpret and follow written and oral instructions. 
• Knowledge of estimating procedures and software. 
• Knowledge of capabilities of PDS in regards to production requirements. 
• Knowledge of postal and university regulations and requirements for various mail types 
• Organizes projects and sets priorities in order to carry out assigned tasks in a timely manner. 
• Coordinates necessary production with all departmental staff to ensure timely delivery of finished product/process/files. 
• Reviews completed job costing to create accurate billing information 
• Processes orders to ensure accurate and timely deliveries. Assist in maintaining accurate inventory of departmental materials and supplies. 
• Creates and maintains databases, files and reports; Monitors customer data files used for variable data printing and addressing, forwards and monitors proofs/data files from PDS to customer and from customer to PDS. Obtains and compiles information for creation of requisitions for purchase of supplies, paper and/or services. 
• Policies and compliance, maintains good attendance and punctuality. Knowledge and compliance of university and departmental policies and procedures. 
• Customer relations: Demonstrates a willingness to be a team player and assist in other areas of department when necessary. Maintain excellent professional relationship with both internal and external customers, vendors and suppliers. Communicates in a clear and professional manner. Has customer focused orientation. 
• Continually markets departmental products and services during customer contact 
• Monitors customer files for required branding, informing and assisting with correct branding when necessary 
• Ascertain customers desired results and assists in choosing processes, production methods and materials to obtain best value and results for their projects. Assists with informing/training customers in methods necessary to create useable files/data lists.
• Follows departmental safety procedures and guidelines. 

Physical Requirements

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

Environmental Hazards

Noisy environments.

Work Schedule

Monday through Friday 7:00 a.m. -4:00 p.m.

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.