What are the responsibilities and job description for the Administrative Specialist position at University of North Texas - Dallas?
Position Information
| UNT System 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 the University of North Texas Health Science Center at 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 inclusive 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.
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| Posting Title | Administrative Specialist |
| Department | DAL-College of Law-517000 |
| Job Location | Downtown Dallas |
| Full Time/Part Time | Full-Time |
| Retirement Eligibility | TRS Eligible |
| Additional Retirement Information | For more information on retirement plan options, please visit https://hr.untsystem.edu/benefits/retirement-plans/index.php. |
| Salary Information | salary commensurate with experience |
| Department Summary | Working under the supervision of the College of Law Assistant Dean of Student Affairs, the College of Law Student Affairs Administrative Specialist will assist in developing and executing student affairs related activities within the university. To be successful, the College of Law Student Affairs Administrative Specialist will work with staff, faculty, and students with regard to all services provided by the College of Law Office of Student Affairs including but not limited to College of Law recognized student organization events and student events provided directly by the College of Law Office of Student Affairs. This position is responsible for receptionist duties which includes welcoming and directing visitors (e.g. students, faculty, staff, attorneys and judges, donors, university officials, elected officials, and others) by greeting them in person or on the telephone, and for answering or referring inquiries. Responsible for routine administrative support that may include inventory, developing/creating correspondence, account reconciliation, event scheduling, purchasing, data collection, meeting logistics, payroll, and travel vouchers. Position duties require some independent judgment and decision-making; resolves routine questions where problems have occurred before and their solutions generally are familiar; and refers more complex issues to higher levels. This position will also act as liaison between the College of Law Office of Student Affairs and other offices within the UNT System and externally. |
| Position Overview | The College of Law Student Affairs Administrative Specialist is the first point of contact for all UNT Dallas College of Law students, visitors and guests who visit or work with the College of Law Office of Student Affairs. The College of Law Student Affairs Administrative Specialist serves as the administrative assistant to the College of Law Assistant Dean of Student Affairs. This position is responsible for providing secretarial, clerical, and administrative support in order to ensure that customer service is provided in an effective and efficient manner. This position is responsible for the management of administrative operations for the Office of Student Affairs and functions as an office manager that provides support that includes completing travel vouchers, typing various types of correspondence, data compilation, reporting, assisting with budget preparation, monitor and maintain office supply and asset inventory, assists in the preparation of the Student Service Fee request, performs notary services, participate in office assessment, complex calendaring/scheduling, and assisting the College of Law Student Affairs staff in implementing reasonable accommodations for students under the Americans with Disabilities Act. This position is also responsible for supporting College of Law recognized student organizations and their faculty advisors in their creation, programming, and management. |
Additional Posting Details
| Minimum Qualifications | High School diploma/GED equivalent and two (2) years of general office or clerical experience; or any equivalent combination of education, training, and experience. |
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| Knowledge, Skills and Abilities | *Considerable knowledge of general office procedures and practices. |
| Preferred Qualifications | The preferred candidate will possess the following additional qualifications: * Bachelor's Degree in related field and 5 years of progressively responsible office administration experience * Previous University/College Office Administration experience * Exceptional Customer service skills *Knowledge of accounting/budgeting procedures * Knowledge of Canvas * Knowledge of Examsoft * Considerable knowledge of university policies and procedures related to functional area (or ability to rapidly assimilate) * Strong problem solving skills * Ability to communicate effectively with diverse populations verbally and in writing * Ability to develop and maintain effective working relationships * Ability to work independently * Knowledge of safety and security precautions appropriate to work performed |
| Required License / Registration / Certification | |
| Work Schedule | 8:30am-5:30pm; flexibility with evenings and weekends |
| Driving University Vehicle | No |
| Security Sensitive | This is a security sensitive position |
| EEO Statement | The University of North Texas System and its component institutions are committed to equal opportunity and comply with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University of North Texas System and its component institutions do not discriminate on the basis of race, color, sex, sexual orientation, gender identity, gender expression, religion, national origin, age, disability, genetic information, or veteran status in its application and admission processes, educational programs and activities, and employment practices. |
| Classification Title | Administrative Specialist |
| Physical Requirements | Carrying, Cleaning, Climbing, Crawling, Driving, Kneeling, Lifting up to 10 pounds, Pulling , Pushing, Reaching, Sitting, Squatting, Stooping, Bending, Standing, Twisting, Walking, Writing, Grasp, Ability to communicate |
Job Duties
| o | Analyzes and makes recommendations on existing processes and is responsible for implementing approved changes. Maintains complex calendars and schedules appointments. Manages travel arrangements and travel vouchers. |
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| o | Organizes meetings and assists with special event logistics including room assignment; announcements; invitations; handout preparation and distribution; catering; logistical arrangements; and taking and transcribing minutes. |
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| o | Provides notices to students, faculty and staff with regard to programming and services provided by the College of Law Office of Student Affairs and College of Law recognized student organizations. |
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| o | Coordinates major projects, which may include wellness fairs, outside speakers, and other College of Law Student Affairs events offered to College of Law students, faculty, and staff. |
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| o | Works with College of Law student organizations and their advisors to schedule, organize, and develop programming including but not limited to general meetings and special events. |
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| o | Assists the College of Law Assistant Dean of Student Affairs to develop and devise policies and procedures for the day to day operations of College of Law recognized student organizations. |
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| o | Assists the College of Law Assistant Dean of Student Affairs in making presentations to the College of Law student body and to College of Law recognized student organization officers and advisors. This position also co-presents with the College of Law Assistant Dean of Student Affairs. |
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| o | Assists with preparing materials, reports, assessments, and responses to official inquiries from internal and external constituencies. Coordinates executive communications, including those requiring a high degree of security and sensitivity. |
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| o | Reviews communications of various types and refers to appropriate department, faculty, or staff for disposition. Directs and relays telephone, fax, and email messages to the appropriate persons. |
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| o | Monitors and maintains adequate levels of office supplies and administrative materials for assigned areas. Creates and maintains filing systems |
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| o | Assists the Assistant Dean of Student Affairs with oversight of departmental budgetary activities for both the Student Affairs Operational Budget and Student Services Fees. Must be able to maintain an Excel spreadsheet for internal updates of department budget. Work closely with the Assistant Dean of Student Affairs to prepare the Student Affairs Operational Budget and Student Service Fee requests. |
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| o | Assists College of Law Office of Student Affairs staff in the implementation of reasonable accommodations under the Americans with Disabilities Act for College of Law students. |
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| o | Maintains sensitivity to confidentiality and protocol. Serves as a backup to other administrative assistants. |
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Posting Detail Information
| Posting Number | S7150P |
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| Position End Date (if temporary) | |
| Special Instructions to Applicants | |
| Quicklink for Posting |