Administrative Specialist

Title: Administrative Specialist

Employee Classification: Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-Ryan College of Business

Department: UNT-RCOB-Undergrad Programs-131200

Job Location: Denton

Salary: $34,886.67

FTE: 1.000000

Retirement Eligibility:

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 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.

Department Summary

The University of North Texas G. Brint Ryan College of Business is the choice of more than 9,000 students and more than 2,000 graduate students - making it one of the largest business schools in the nation.

Since 1961, the college has been continuously accredited by the Association to Advance Collegiate Schools of Business (AACSB) - a hallmark of the world's best business schools. Nationally recognized and cutting-edge degrees, enable students to learn beyond the classroom so they can become leaders in their field.

Position Overview

To serve as receptionist and administrative support for the Ryan College of Business Undergraduate Programs Office. This includes servicing customers, overseeing appointment management system, assisting with maintenance of budget and purchases, supervising student workers, and supporting the Administrative Coordinator, Assistant Dean Undergraduate Programs, Academic Associate Dean, Directors and senior leadership as needed.

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

Required License/Registration/Certifications

Job Duties:

• Front Office Decorum: 1. Uphold telephone call protocol by answering in a timely manner, transferring calls as appropriate and answering basic questions 2.
  
  Timely opening of office 3. Provide excellent customer satisfaction to include answering basic questions in person, referring to other offices and advising staff, and scheduling appointments as needed.

• Administrative Duties: 1. Create drop in sessions process in current scheduling system and create drop in counts for same day advising 2.
  
  Oversee distribution of appointments per advisor when front desk schedules for advisors 3. First point of contact for resolution of drop in and appointment availability for advising staff. 4. Maintain job log for student workers daily duties 5.
  
  Post job postings, hire and perform onboarding and training for student employee positions 6. Assist with systems access and onboarding for new fulltime employees. 7. Prepare minutes for Ryan College of Business Undergraduate Programs Office meetings 8.
  
  Update logs and tracking system with pertinent information regarding student affairs 9. Assist with review of processes and procedures as they relate to the front office 10. Stay current with trainings and change in processes.

• Budgetary assistance: 1. Make informed purchases in current systems (i.e. epro, PCARD, etc.) and create reports for review in a timely manner and in compliance with guidelines 2.
  
  Assist with initial travel documents and process with recruitment and engagement employees 3. Oversee inventory and ordering of general office supplies and electronic equipment 4. Attend training as required.

• Supervise front desk student employees: 1. Oversee training 2.
  
  Create work schedule that meets office needs and student needs 3. Provide direction for job duties and payroll 4. Oversee office student appreciation week activities.

• Student Affairs Assist the Assistant Dean Undergraduate Programs and Director of Advising by 1. Assisting with intake of student affairs requests and providing necessary paperwork and direction to the student 2.
  
  Track student affairs requests decided on by the College and ones finalized by the Registration Petition Committee with the University.

• Knowledge of University and Ryan College of Business systems and policies: 1. Continual review of updates to EIS, u.achieve, scheduling systems and all systems in use by the office 2.
  
  Maintain current knowledge of academic policies 3. Assist with pulling data for the creation of internal document per term (fall, spring, summer) of UNT academic calendar for college use.

• Office Protocol: 1. Maintain professional appearance and conduct 2.
  
  Uphold appropriate work habits and behaviors 3. Maintain appropriate customer service 4. Efficient and timely completion of tasks.

Work Schedule:

M - F 8am-5pm may include some evenings and weekends

Driving University Vehicle:

No

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

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) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, genetic information, or veteran status in its application and admission processes, educational programs and activities, facilities and employment practices. The University of North Texas System immediately investigates complaints of discrimination 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.