Senior Administrative Specialist

Title: Senior Administrative Specialist

Employee Classification: Sr Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Information

Department: UNT-Information Science-133310

Job Location: Denton

Salary: 37,000

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

The Department of Information Science provides and supports resources, research, and service for education and leadership to the information science community and prepares information professionals of the highest quality to serve dynamic roles in the state, the nation, and the world.

Position Overview

Serves as the Program Assistant for the Information Science PhD Program. This position serves as the first point of contact to all doctoral students for all issues ranging from admission to graduation. This position also acts as a liaison between the Information Science PhD Program and the Toulouse Graduate School on all matters related to PhD students within the department. This position also works to ensure proper policies and procedures are followed at the department, Graduate School and University levels. This position requires occasional work outside of an 8-5 schedule for planned events and may include some travel.

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.
* 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 programs and 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.
* Supervisory skills.

Preferred Qualifications

Knowledge of Graduate Admissions and School processes.

Required License/Registration/Certifications

Job Duties

• Develops, maintains and updates streamlined procedures, forms, and documents as needed for the PhD Program Office. Manages and Maintains records for the IS PhD Program according to UNT records management practices. Researches and monitors PhD student status and progress and produces internal and external reports as needed. 
• Works with PhD advisors to review student course requests; facilitates course registration as approved by advisors. Facilitates doctoral course scheduling and assists with Frisco Executive Program course scheduling as well as its policies and procedures.
• Researches and helps to maintain current UNT admissions and advising policies for doctoral students and updates program directors when necessary. Counsels students on UNT and COI procedures, such as course regulations and deadlines. 
• Oversees dissemination of information to prospective students from initial inquiry to final response via email, phone, etc. Drafts correspondence for PhD Office; handles general incoming and outgoing correspondence of the CIIISPhd email. Monitors and updates PhD program information in print, Web, listserv, and other formats. 
• Manages PhD admission process, including scanning and compiling applicant materials, cocoordinating formation of interdisciplinary admission committee with program associate director, compiling committee results for final decisions, notifying applicants of results, and processing new admits in EIS. 
• Assists with PhD degree plan submission for approval and updating with the Graduate School. 
• Coordinates evaluation and processing of Tuition Benefit Program for PHD students. Including being liaison with TGS, managing award data/spreadsheet, ensuring financial agreements are signed and awards have been disbursed. 
• Attend and support planned departmental and college events, such as Doctoral Student Recruitment events, commencement events, etc. both on and off-campus during and outside regular hours. 
• Coordinates and schedules PhD Program defenses, updating conference room calendar and resolving conflicts if necessary. Serve as administrative backup when needed. 

Physical Requirements

Communicating with others to exchange information.

Environmental Hazards

No adverse environmental conditions expected.

Work Schedule

M-F, 8 am to 5 pm

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.