Administrative Coordinator

University of North Texas; Town of Texas (WI); On-site; USD 55,000 - 75,000; Full time

Job summary

University of North Texas is seeking an Executive Assistant to the Department Chair. The role provides executive-level support, serves as office manager, and coordinates budgeting, reporting, and scheduling across university offices.

The position requires strong organizational skills, discretion with confidential information, and proficiency with UNT systems including PowerBI and EIS. Collaboration with advisors and faculty is essential.

Qualifications

• Excellent customer service and written communication skills.
• Familiarity with UNT policies and systems.
• Knowledge of PowerBI, EIS, and other UNT financial reporting systems.
• Ability to manage complex budgets and prepare reports.

Responsibilities

• Provide executive-level support to the Department Chair.
• Serve as office manager and liaison for the department to university areas (e.g., VPAA, HR, registrar).
• Support correspondence, calendar maintenance, data compilation, and report preparation.
• Budget management, forecasting, and reconciliation of departmental accounts.
• Coordinate Courseleaf course creation and scheduling; assist advising workflows.
• Ensure FERPA compliance and handle confidential academic records.
• Assist with faculty searches and candidate travel arrangements.
• Organize events and meetings; collect and analyze data for reporting.

Skills

Customer service

Written communication

Microsoft Office

Budgeting procedures

Multitasking

Record keeping

Data analysis

Team coordination

Policy knowledge

Tools

PowerBI

EIS

Job description

Exceptional customer service skills. Advanced written communication skills. Advanced 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 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 QualificationsStrong organizational skills and ability to multitask. Familiarity with UNT systems and policies. Knowledge of PowerBI, EIS, and other UNT Financial reporting systems. Motivated, self-directed, and have the ability and willingness to communicate in a positive, courteous, and professional manner.

Job Duties

Executive Assistant to the Department Chair. Provides executive-level support to the Department Chair, including recommending and implementing policies and procedures. Serves as the office manager and the liaison for the department to university/college areas (e.g., VPAA, Human Resources, registrar). Provides support with correspondence, calendar maintenance, data compilation, preparation of reports, and related responsibilities. Budget. Responsible for management/oversight of departmental budget, including reporting and forecasting. Reconciles all departmental accounts regularly to ensure expenditures are accurate. Submits appropriate ABAs and IDTs, as necessary. Scheduling. Responsible for all aspects of creating/maintaining courses in Courseleaf. Work closely with chair and Undergraduate/Graduate Advising to cultivate a set of classes that meets the needs of the students. Notify students when changes are made to courses (new sections/closed sections/dropped sections) so that students can successfully graduate in a timely manner. Attends required training sessions as required by the University. Academics. Responsible for all aspects of student academics, including but not limited to, grade changes and instructor changes. Works closely with Undergraduate/Graduate Advising. Follows FERPA guidelines. Attends required training sessions as required by the university. Personnel/Human Resources/Payroll. Stays current on UNT and College policies. Provides administrative support and is responsible for all aspects of the hiring and payroll process for adjuncts, doctoral students, and hourly students for department. Coordinator for departmental faculty searches which includes candidate travel, interview schedules, and other requests as necessary. Follows safety procedures and security measures. Attends ATEAM meetings and various required training sessions as required by the college and university. Scholarships. 1. Oversees the departmental scholarship process by ensuring that all University procedures are followed; 2. Monitors budgets of scholarship endowments and donor records; 3.Provides assistance to the department chair and department scholarship committee; 4. Maintains scholarship records and acts as consultant to the college scholarship processor. Events. Organizes and assists with various special projects and events in support of the department and college (e.g., faculty meetings, advisory board meetings, commencement, etc.). Responsible for the collection of data and its analysis and the preparation of materials for events, meetings, and conferences. Purchasing and Travel. Responsible for processing and budgeting for the purchasing of goods and services for the department. Prepares and submits travel requests and reimbursements for faculty and PhD students. Coordinates student travel and reimbursements. Ensures that the department's budget and policies are followed by faculty and students. Stays current with all UNT/College purchasing and travel policies.

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.Sedentary work that primarily involves sitting/standing.

Environmental Hazards

No adverse environmental conditions expected.