Senior Administrative Specialist

University of North Texas - Denton; Denton (TX); On-site; USD 40,803 - 49,870; Full time

Job summary

The University of North Texas - Denton is seeking a Senior Administrative Specialist responsible for supporting the administrative operations of the Facilities Department. This pivotal role includes handling sensitive information, monitoring time sheets, and assisting with payroll issues, among various administrative duties.

Candidates must have a Bachelor's degree and significant experience in office administration. The position offers a dynamic work environment contributing to the efficiency of university operations.

Qualifications

• Bachelor's degree and one year of highly responsible and varied office administration or business management experience.
• Ability to monitor time sheets and assist with payroll issues.
• Ability to assist with employment processes and various administrative duties.

Responsibilities

• Provides support to the Facilities Personnel office.
• Monitors time sheets and payroll issues.
• Coordinates employment for hourly workers in the Facilities Department.
• Prepares and monitors projects utilizing Microsoft Office products.

Skills

Exceptional customer service skills

Advanced Microsoft Office skills

Knowledge of accounting/budgeting procedures

Ability to work under pressure

Ability to keep complex records

Ability to conceptualize, plan and organize

Skill in developing and maintaining good working relationships

Supervisory skills

Education

Bachelor's degree

One year of office administration or business management experience

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Microsoft Visio

Job description

Title: Senior Administrative Specialist

Employee Classification: Sr Administrative Specialist

Campus: University of North Texas

Division: UNT-VP Finance & Admin

SubDivision-Department: UNT-Facilities

Department: UNT-Facilities-Gen-152000

Job Location: Denton

Salary: $45,337

FTE: 1.000000

Retirement Eligibility: TRS Eligible

Department Summary

"Support and Services-growing minds, finding solutions, shaping a bright future" Support and Services is part of a dynamic team within Facilities that plays a vital role in supporting the university's operations and overall student success. We are responsible for the accurate and timely billing of campus utilities, including water, electricity, gas, and other essential services. In addition to Utilities Billing, our team includes Purchasing and Work Control. These interconnected areas collaborate to streamline internal processes, coordinate service requests, manage procurement, provide responsive support to our campus partners, and ensure smooth day-to-day operations. We work closely with departments across campus to promote billing transparency, cost efficiency, and reliable service delivery. Our department is committed to excellence and outstanding customer service. At the heart of our mission is a dedication to contributing to the academic and personal success of our students by ensuring that the university's infrastructure operates smoothly and effectively.

Position Overview

This position is responsible for assisting the administrative operations and customer related services for a department or program. Coordinates activities and acts as department/area liaison handling issues that are very sensitive and confidential. Duties have substantial variety and are often not routine. Responsibilities of the position include, but are not limited to: Administrative duties to assist activities in the area. Assist in the Administrative Group meetings and activities happening within the entire department. Monitors time sheets and exceptions within EIS in consultation with department staff. Assist with payroll issues. Prepare and monitor various projects utilizing Microsoft Office products; Excel, Power Point, Word, Vizio, etc. Coordinate and oversee the employment for all hourly workers, including student & non-student, within the Facilities Department. Assists as needed with the employment process for all other employees in the Facilities Department. Other duties as assigned.

Key Responsibilities

• Administrative duties to assist activities in the area.
• Assist in the Administrative Group meetings and activities happening within the entire department.
• Monitors time sheets and exceptions within EIS in consultation with department staff.
• Assist with payroll issues.
• Prepare and monitor various projects utilizing Microsoft Office products; Excel, Power Point, Word, Vizio, etc.
• Coordinate and oversee the employment for all hourly workers, including student & non-student, within the Facilities Department.
• Assists as needed with the employment process for all other employees in the Facilities Department.
• Other duties 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 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.
• Supervisory skills.

Preferred Qualifications

• Advanced knowledge and experience with Microsoft Excel and Vizio
• Excellent communication both written and verbal
• EIS, Handshake, and People Admin experience a plus

Required License/Registration/Certifications

Possession of a valid Texas driver's license or ability to obtain within 30 days of employment; ability to drive a vehicle and maintain coverage under university liability insurance policy, if required to drive University vehicles.

Job Duties

• Provides support to the Facilities Personnel office/area while being a resource to assist with the resolution of various administrative matters.
• Prepares, coordinates and monitors various projects, including events for the Facilities Department.
• Monitors time sheets and exceptions within EIS and assist with any payroll issues in consultation with employees, department staff and appropriate UNT System offices.
• Coordinate and oversee the employment for all student workers and other hourly employees within the Facilities Department.
• Assist, as needed, with the employment process for all other employees in the Facilities Department.
• Consistently completes expected duties in a timely manner without constant supervision. Accepts responsibility for own work and follows through on commitments.
• Promotes Facilities core values of Service, Integrity, and Excellence by conducting oneself in a manner that is respectful, honest, ethical, and customer focused.
• Committed to maintaining a safe and secure work environment.
• Demonstrates punctuality and follows policies and procedures for absences, time and attendance

Physical Requirements

• Communicating with others to exchange information.
• Lifting and Moving objects up to 20 pounds.
• Operating motor vehicles or heavy equipment.
• 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.

Work Schedule

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

Driving University Vehicle

Yes

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.