Administrative Coordinator

Job Description

Job Description

Title: Administrative Coordinator

Employee Classification: Administrative Coordinator

Campus: University of North Texas

Division: UNT-Provost

Sub Division-Department: UNT-Ryan College of Business

Department: UNT-Fin, Insur, Real Estate & Law-131310

Job Location: Denton

Salary: $39,600.00

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 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

Department Summary

The G. Brint Ryan College of Business is the choice of nearly 9,000 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, cutting-edge degrees enable students to learn beyond the classroom, preparing them to become leaders in their fields.

Position Overview

This position provides administrative support to the department chair and academic department of over 20 regular faculty plus doctoral students and adjuncts. Major duties include scheduling the department's semester class schedule through careful coordination with the faculty and chair; managing departmental budgets and faculty expenses, processing salaried and hourly payroll; facilitating employee onboarding and off boarding processes, procuring goods/services via purchasing card and requisitions; securing classrooms and transmitting changes to Registrar; facilitating faculty and staff recruitment by managing postings and applicants, scheduling video and campus interviews, arranging travel; and supporting student organization events.

Minimum Qualifications

Bachelor's degree and two years of highly responsible and varied office administration or business management experience; or any equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

Exceptional customer service skills. Advanced written communication 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.

Preferred Qualifications

Strong organizational skills and ability to multitask. Familiarity with UNT systems and policies. Knowledge of PowerBI, EIS, and other UNT Financial reporting systems. Motivated, self-directed, and have the ability and willingness to communicate in a positive, courteous, and professional manner.

Job Duties

• Executive Assistant to the Department Chair. Provides executive-level support to the Department Chair, including recommending and implementing policies and procedures. Serves as the office manager and the liaison for the department to university/college areas (e.g., VPAA, Human Resources, registrar). Provides support with correspondence, calendar maintenance, data compilation, preparation of reports, and related responsibilities. 
• Budget. Responsible for management/oversight of departmental budget, including reporting and forecasting. Reconciles all departmental accounts regularly to ensure expenditures are accurate. Submits appropriate ABAs and IDTs, as necessary. 
• Scheduling. Responsible for all aspects of creating/maintaining courses in Courseleaf. Work closely with chair and Undergraduate/Graduate Advising to cultivate a set of classes that meets the needs of the students. Notify students when changes are made to courses (new sections/closed sections/dropped sections) so that students can successfully graduate in a timely manner. Attends required training sessions as required by the University. 
• Academics. Responsible for all aspects of student academics, including but not limited to, grade changes and instructor changes. Works closely with Undergraduate/Graduate Advising. Follows FERPA guidelines. Attends required training sessions as required by the university. 
• Personnel/Human Resources/Payroll. Stays current on UNT and College policies. Provides administrative support and is responsible for all aspects of the hiring and payroll process for adjuncts, doctoral students, and hourly students for department. Coordinator for departmental faculty searches which includes candidate travel, interview schedules, and other requests as necessary. Follows safety procedures and security measures. Attends ATEAM meetings and various required training sessions as required by the college and university. 
• Scholarships. 1. Oversees the departmental scholarship process by ensuring that all University procedures are followed; 2. Monitors budgets of scholarship endowments and donor records; 3.Provides assistance to the department chair and department scholarship committee; 4. Maintains scholarship records and acts as consultant to the college scholarship processor. 
• Events. Organizes and assists with various special projects and events in support of the department and college (e.g., faculty meetings, advisory board meetings, commencement, etc.). Responsible for the collection of data and its analysis and the preparation of materials for events, meetings, and conferences. 
• Purchasing and Travel. Responsible for processing and budgeting for the purchasing of goods and services for the department. Prepares and submits travel requests and reimbursements for faculty and PhD students. Coordinates student travel and reimbursements. Ensures that the department's budget and policies are followed by faculty and students. Stays current with all UNT/College purchasing and travel policies. 

Physical Requirements

• Communicating with others to exchange information.
• Lifting and Moving objects up to 20 pounds.
• 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 am - 5 pm with occasional nights and weekends.

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.