Senior Administrative Specialist

Title: Senior Administrative Specialist

Employee Classification: Sr Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-University Library

Department: UNT-University Library-Gen-141000

Job Location: Denton

Salary: Depending on qualifications with a minimum of $36,336.00.

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

As the most widely used service on campus and a core component of education and research at UNT, the Libraries provide access to collections, facilities, comprehensive services, and expert staff who support students, faculty, and staff in achieving their academic and scholarly objectives. Through innovative programs and services, the Libraries play a critical role in enhancing teaching, learning, and
research at UNT.

The University of North Texas Libraries supports the academic and research mission of the university by providing access to collections, services, and spaces that facilitate learning, discovery, and innovation. The administrative finance team oversees financial planning, budget management, and administrative processes (HR, purchasing and travel) to ensure responsible stewardship of university resources.

Position Overview

The Sr Administrative Specialist is responsible for assisting with core administrative functions that support the Libraries’ day-to-day operations, including centralized purchasing, student employee supervision, budget management, and travel processing.

Responsibilities of the Senior Administrative Specialist include:
• Purchasing all orders under $5K on either Pcard or Requisition as a part of a centralized library purchasing team for both online vendors and in store, purchases (e.g. Sam’s Club and Kroger)
• Managing student workers, which includes hiring, training, and supervising for all student tasks and special projects, and general office support functions
• Assisting with travel inquiries, purchases and reimbursements, and serving as backup for Coupa support
• Developing and presenting training materials over areas of administrative responsibility
• Processing data entry, running queries, compiling reports, and assisting with budget reconciliation
• Processing all administrative forms as required by purchasing and travel workflows including contract review requests
• Serving as backup receptionist support
• Participates in department projects and coordinates special projects as assigned

Minimum Qualifications

Bachelor's degree and one year of highly 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.
• Advanced Microsoft Office skills.
• Knowledge of university purchasing and procurement procedures.
• Knowledge of university travel 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 work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
• Ability to conceptualize, plan and organize multiple programs and assignments effectively.
• Skill in developing and maintaining good working relationships.
• Knowledge of policies, practices, procedures and terminology of assigned function.

Preferred Qualifications

• Experience working in higher education administration, finance, or operations
• Experience with purchasing for a university
• Experience with Coupa and Jaggaer eProcurement
• 2 years of supervisory experience of student employees

We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleague develop these preferred skills.

Required License/Registration/Certifications

Job Duties

Administration Management Completes ePARs to create records for student assistants or make changes to funding source, employee status, pay rate, etc. ePARs are completed in a timely, accurate fashion. Notifies student assistant supervisors when records are created in EIS. Supervisors receive timely notification. Perform data inquiries for recent hires, pay rate changes, and data changes to student ePARS. Run queries on student time per pay period to ensure timely approval and submission from student supervisors.

Administrative Office Responsibilities Share responsibility for the smooth day to day operations of the Administrative Office Greets patrons and helps maintain a high standard of customer service in the admin office. Answers phones in a timely manner. Assist with interviewing candidates for potential student employees to work in the Administrative Office and help select qualified applicants in cooperation with other office staff. Participates in interview process as needed. Provides feedback. Assist with supervising of Admin Office student employee. Monitor work flows and projects. Provide feedback and assistance as needed. Serves as an active member of the Libraries Admin Office Team participates in meetings, provides feedback, reviews workflows and processes. Attends meetings and provides suggestions to improve workflows. Helps with planning of food events as needed. Serves on committees and/or work groups, as elected or appointed by supervisor. Participates fully in committee assignments with collegiality

Purchasing Management Oversees purchasing for the Libraries: Enters, reviews and processes purchases requests in the Libraries Purchases Dashboard. Processes are followed according to universities policies and workflow guidelines. Review process is done in a timely manner and follow up is made as needed. Communicates with library staff, vendors and purchasing departments to troubleshoot issues and ensure proper workflows are followed. Utilizes excellent communication skills and responds to inquiries in a timely manner. Arrange for shipment of express shipped items, including arranging to have items shipped to libraries that have been given to us or acquired for our collection. Processes are completed in a timely manner. Holds a pcard and acts as Libraries buyer. PCard responsibilities are fulfilled. Maintain records of Purchasing Card transactions (track items purchases and the expenses) back up reconciler for two other staff members. Participates in reconciler processes as needed and monitors records of purchasing card transactions each month.

Purchasing Management Enters requisitions in ePRO in EIS. Utilize Cognos to research budget questions as needed. Enters simple requisitions within 3 days. Contacts vendors and requestors as needed and within a timely manner when issues arise. Solicit bids and submit purchase requests using UNT and State of Texas purchasing procedures and regulations. Follows UNT and State of Texas purchasing policies procedures and regulations. Assist with requisition workflow, monitor purchase status, and follow up with requestors and vendors as needed. Receive merchandise and approve invoices for payment. Delivers merchandise within 3 days, and approves invoices in a timely manner. Follows UNT and State of Texas purchasing policies procedures and regulations

Special Assignments: Participates in department projects. Completes tasks according to assigned guidelines and deadlines. Serves as back up in office areas. Answers questions when other office managers are out of the office. Special projects for Dean as assigned. Completes projects according to guidelines and deadlines.

Physical Requirements

Communicating with others to exchange information.
Lifting and Moving objects up to 20 pounds.
Repeating motions that may include the wrists, hands and/or fingers.

Environmental Hazards

No adverse environmental conditions expected.

Work Schedule

Monday-Friday 8:00am-5:00pm

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. Applicants must submit a resume, a cover letter and a list of three professional references with their online application.

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.