Administrative Coordinator

Title: Administrative Coordinator

Employee Classification: Administrative Coordinator

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Lib Arts & Soc Sci

Department: UNT-Spanish-123300

Job Location: Denton

Salary: Minimum salary $40,000; Commensurate with experience.

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview:

Department Summary

The UNT Department of Spanish is committed to preparing students to become global citizens through language, culture, literature, linguistics, and professional career courses that empower a communicative and cultural competency for the 21st century.

Position Overview

Perform diverse and complex administrative support tasks which include interpreting and promoting the departments programs and rendering administrative decisions and driving departmental initiatives. Instrumental in the day-to-day success and efficiency of the department.

Minimum Qualifications

Bachelor's Degree and three years' of highly responsible and varied office administration or business management experience; or any equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

• Knowledge of accounting/budgeting procedures.
• Exceptional customer service skills.
• Advanced written communication 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.

Preferred Qualifications

Previous budgeting experience a plus.

Job Duties:

Administrative Support & Policy Management

• Performs complex administrative functions for the department chair. For example, stays up to date on UNT policy changes, revises department office polices as needed, processes all scholarship and award forms and stays current on related forms and procedures, monitors updates to department website and social media accounts such as Facebook and Instagram, etc.

Office Staff Supervision & Compliance

• Supervises office staff and ensures office integrity. Ensures all office personnel handle requests for chair, faculty, and other UNT personnel and students promptly and accurately while exhibiting excellent customer service. Provides training, coaching, and feedback to all office workers as needed. Ensures that the department follows university policies. Ensures that office personnel are accurately administering placement tests and graduate translation exams.

Budget Administration

• Facilitates departmental funding and procurement. Assists in accounting for funds and preparation of budgets for department. Prepares ABAs and budget transfer requests as needed. Prepares IDTs for transfer requests. Assists new faculty in purchasing equipment for their office with startup money. Tracks expenditures and checks balances of accounts in PowerBI. Completes purchases for the department using Pcard and requisition as needed. Reconciles and approves Pcard reports. Maintains shadow budget of all departmental expenses. Attends annual cash handling training.

Inventory & Space Management

• Manages annual departmental electronics inventory and space survey. Serves as department Inventory Coordinator and Space Survey coordinator; keeps the departments computer inventory record up-to-date and accurate. Completes annual inventory training. Submits annual physical inventory certification form each year by university deadlines. Completes annual Space Survey each year by university deadlines.

Event Coordination

• Coordinates departmental human resource functions and events. Attends A-team meetings, focus groups, and training sessions as needed to ensure that all departmental human resource functions are handled properly. Serves as first point of contact for HR/Payroll inquiries. Prepares and submits all necessary HR paperwork for all departmental employees. Assists with student employee search, reviews applications, conducts interviews. Prepares contracts for adjunct faculty and graduate teaching TFs and TAs using current templates and processes for required background checks. Assists in organizing and implementing departmental events.

Work Schedule:

Monday - Friday; 8:00am - 5:00pm 40 hrs. per week

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.