Administrative Specialist

University of North Texa; Denton (TX); On-site; USD 38,000 - 48,000; Full time

Job summary

The University of North Texas in Denton is seeking an Administrative Specialist to support the Communication Studies office. The role involves front desk support, coordinating classroom activities, and assisting faculty and students with a variety of clerical tasks.

Responsibilities include managing the program website, processing purchases with pcard and requisitions, and assisting with scheduling in Courseleaf, while maintaining accurate records and assets for the department.

Qualifications

• Associate's degree and three years of office administration experience.
• Experience with front desk operations and customer service.
• Ability to manage multiple tasks and adapt to change.
• Familiarity with budgeting and accounting procedures.

Responsibilities

• Manage front desk operations and assist faculty, students, and visitors.
• Oversee copy machines and supply ordering.
• Enter data in Courseleaf and update course schedules.
• Maintain program website calendars and communications.
• Process purchases using pcard and requisition system.
• Complete annual inventory of department assets.

Skills

Customer service

Microsoft Office

Data management

Communication skills

Budgeting basics

Education

Associate's degree

Tools

Courseleaf

ePro requisition

EIS

Job description

Title: Administrative Specialist

Employee Classification: Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

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

Department: UNT-Communication Studies-121300

Job Location: Denton

Salary: Commensurate with experience

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Welcome to the University of North Texas System. The UNT System includes the University of North Texas in Denton and Frisco, the University of North Texas at Dallas and UNT Dallas College of Law, and University of North Texas Health Fort Worth. We are the only university system based exclusively in the robust Dallas-Fort Worth region. We are growing with the North Texas region, employing more than 14,000 employees, educating a record 49,000+ students across our system, and awarding nearly 12,000 degrees each year.

We are one team comprised of individuals who are committed to excellence, curiosity and innovation. We are transforming lives and creating economic opportunity through education. We champion a people-first values-based culture where We Care about each other and those we serve. We believe that we are Better Together because we foster an environment of respect, belonging, and access for all. We demonstrate Courageous Integrity through setting exceptional standards and acting in the best interest of our communities. We are encouraged to Be Curious about opportunities for learning, creating, discovering, and innovating, and are encouraged to learn from failure. Show Your Fire by joining our team and exhibiting your passion and pride in your work as part of our UNT System team.

Learn more about the UNT System and how we live our values at www.UNTSystem.edu.

Department Summary

UNT Department of Communication Studies at the University of North Texas in Denton studies human communication and its impact on individuals and groups. Led by department chair Suzanne Enck, the department offers Bachelor of Arts (BA) and Master of Arts/Master of Science (MA/MS) degrees focusing on theory, research, and practical workplace skills.

Position Overview

This position is part of the newly formed School of Communication & Media within the College of Liberal Arts & Social Sciences.

The position supports the Communication Studies office and is responsible for highly varied clerical work involving complex work problems and situations.

Duties involve:

• assisting students, employees and visitors at the front desk and on the phone;
• supporting classroom activities and the faculty;
• purchasing using a pcard and requisition process;
• assist with curriculum scheduling and management in Courseleaf;
• maintaining accuracy of program website including calendars;
• asset and inventory coordinator;
• other general duties as assigned

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

experience with website maintenance, social media and similar platforms

Required License/Registration/Certifications

Job Duties

• Manage the front desk operations including assisting faculty, students and visitors in person and via phone or email. Route calls as appropriate, take messages and forward as appropriate. Manages Comm Studies general email accounts and (as needed) forwards to appropriate individual to respond to each email. Ensures the Comm Studies office is open Monday-Friday, 8:00 a.m. to 5:00 p.m. daily. Help with events if requested.
• Oversee operation and use of copy machines including addition/deletion of accounts, scheduling maintenance, ordering supplies, monthly fees are paid, assisting users. This includes the main copier and the library copier.
• Courseleaf data entry for Comm Studies program. Making sure each semester the course schedules are up to date as pieces of information changes for individual classes.
• Uses EIS to locate or process specific student information as requested by faculty. Manually assists students with adds, drops, and overrides into program courses. Follows up on specific processes as needed. Reminds faculty about various semester eadlines (audit rolls and grades).
• Oversee or assist with many computer related communications tools including the program website, social media, office calendars/reservations/scheduling of space, newsletters, generic email accounts and listservs.
• Work with instructional materials including typing/copying, ordering textbooks and instructional supplies, oversee instructional media equipment/checkout procedures. Making sure textbooks are assigned each semester.
• Communication Studies purchasing with a pcard and through the requisition system (ePro); take annual training, understand and comply with rules, timely and accurate submission of pcard logs each month.
• Completes UNT annual inventory for Communication Studies. Maintain accurate records and keep track of all assets in the unit in EIS and complete annual inventory each year.
• Assist with annual computer upgrade process and, during the year, assist with minor IT problems experienced by faculty, staff, students or contact Academic IT to obtain assistance.

Physical Requirements

Communicating with others to exchange information.

Lifting and Moving objects up to 20 pounds.

Environmental Hazards

No adverse environmental conditions expected.

Work Schedule

Monday-Friday 8am-5pm

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, 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.