Administrative Specialist

Title: Administrative Specialist Employee Classification: Administrative Specialist Campus: University of North Texas Division: UNT-Student Affairs SubDivision-Department: UNT-AVP Health and Wellness Department: UNT-Counseling & Testing-160730 Job Location: Denton Salary: $35,360.00 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 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 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 Department Summary Counseling & Testing Services consists of two inter‑related parts: The Counseling Center and Testing Services. We exist to serve the students and community of UNT in support of the mission of the University. Through our Counseling Center services, we strive to support the academic success and general well‑being of UNT students through professional counseling, career counseling, consultation, mental‑health screenings, educational programs and self‑help resources as well as referral services. We offer to consult with Students, Parents, Faculty and Staff who may be concerned about a UNT student (while still respecting the confidentiality of our clients). With client permission, we often work closely with physicians and psychiatrists, the Career Center, Office of Disability Access, and many other helpful resources in order to provide the best overall care. Our Testing Services provides a wide range of services including traditional admissions testing, computer‑based testing, career testing, and many other tests. Position Overview To serve as initial department representative, maintaining confidential scheduling, client data and statistics as well as performing general office functions. Provide backup support and works closely with the Administrative Coordinator. 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 Bachelor's degree. Previous experience in a college counseling center or other health care clinic. Proficient in Titanium Software. Proficient knowledge of Microsoft Office. Exceptional interpersonal and communication skills. Ability to multitask. Ability to establish and maintain effective working relationships. Ability to lift boxes weighing up to 20 pounds and climb stairs. Required License / Registration / Certifications None specified. Job Duties Answer telephones promptly and professionally while maintaining confidentiality. Accessing needs of the caller and making appropriate appointments and referrals. Communicates empathy and care towards callers needs. Titanium schedules updated. Communicates any scheduling changes or crisis needs with appropriate staff as indicated. Continually assess waiting room volume and acuity and informs Administrative Coordinator of current needs for additional support. Ensures each client completes appropriate paperwork and client information is entered accurately in Titanium. Assists clients as needed. Informs Counselors if student is having difficulty completing paperwork in a timely manner. Completes Titanium administrative duties as assigned to include: ensuring accurate daily client list is generated, approving Incoming Data, sending text and email reminders daily to clients, and indicating no show or attended status. Provides assistance to students for in office and remote Telehealth sessions. Creates meeting links in HIPAA compliant Zoom for these remote sessions as indicated and sends appointment link to clients. Following CTS and HIPAA policies, maintains confidentiality including scanned documentation in Titanium. Provide backup to the Administrative Coordinator in the following areas: ordering office supplies, purchasing, student worker assignments, editing CTS website, and miscellaneous tasks as needed. Assist in helping in the general upkeep of the office. Assist the Testing Center as needed, providing virtual and in person proctoring. Professionalism: a. Promptness for all meetings and scheduled work hours b. Keeps supervisor informed of absences, lateness, or schedule conflicts c. Maintains Titanium Schedule to reflect work schedule accurately d. Participates in department committees as assigned e. Maintains positive work relationships f. Responds to emails by the end of the next business day g. Submits timesheets weekly h. Reliable attendance i. Maintains professionalism when responding to emails and/or feedback 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 through Friday, 8:00 am to 5:00 pm. 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. Please include a cover letter. 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, sexual orientation, gender identity, 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, facilities and employment practices. The University of North Texas System promptly investigates complaints of discrimination, harassment and related retaliation 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. Seniority level Not Applicable Employment type Full‑time Job function Administrative Industries Higher Education #J-18808-Ljbffr