Senior Administrative Specialist

Job Description

Job Description

Title: Senior Administrative Specialist

Employee Classification: Sr Administrative Specialist

Campus: University of North Texas

Division: UNT-Student Affairs

SubDivision-Department: UNT-Dean of Students

Department: UNT-Student Legal Services-160240

Job Location: Denton

Salary: Commensurate with experience

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

Student Legal Services offers a wide variety of legal guidance. The goal of this office is to counsel, advise, and represent University of North Texas students. Student Legal Services may write letters, draft legal documents, represent students, or otherwise attempt to resolve legal problems. While general advice may be available, Student Legal Services does not represent students in criminal matters (including traffic tickets).

Position Overview

This position is responsible for managing the administrative operations and customer related services for Student Legal Services (“SLS”) and the Dean of Students Office.

This position has the following duties: to provide legal and administrative assistant support services as needed by Student Legal Services, and the various departments under the Dean of Students; to prepare drafts or correspondence and legal documents; to screen incoming calls; plan travel, purchase orders, purchasing card and interdepartmental orders; to assist with budget preparation and monitor and maintain office supply and asset inventory; and, to prepare the Student Service Fee request in order to obtain continued funding for the office. Additionally, this individual will provide other administrative support to the Dean of Students office to include creating cases from referrals and other needed support.

This position also requires initial public contact; addressing requests for general and specific legal information; to maintain the office as an area committed to student services; to train and orient student employees; to create schedules and maintain timesheets for payroll; to prepare sick leave and vacation requests; to assist in court hearings; to perform notary services; and, to participate in office assessment.

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 abilities. Knowledge of or ability to acquire accounting / budgeting UNT 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 with students, various UNT departments, and external entities. Knowledge of UNT policies, practices, procedures and terminology of assigned function. Proper grammatical skills in English. Supervisory skills.

Preferred Qualifications

Bachelor’s degree and one year of responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training.

The preferred candidate will possess the following additional qualifications and knowledge: payroll, budgets, purchase orders, travel vouchers, report preparation, laws, legal codes, court procedures, Efiling, and prior law office administrative experience. Knowledge of principles and processes for providing quality customer and personal services. Knowledge of case management systems (Titanium), legal research, and drafting legal forms.

Required License/Registration/Certifications

 

Job Duties

• Draft legal documents and correspondence for clients and other parties. Legal research as necessary. 
• Maintain the case management system (Titanium), as well as the case list tracker. 
• Follow up with attorney on law suit deadlines and urgent legal matters. 
• Greet students promptly and politely, in-person, by video and by telephone. Provide accurate information. Consult with an attorney or appropriate department, if response to students' questions are unknown. 
• Exercise good judgment and discretion as a collaborative problem solver. 
• Act professionally as the position reflects upon the image of the University of North Texas ("UNT") and SLS. 
• Immediately report major or critical problems to the director of SLS. 
• Maintenance of office procedures, clerical tasks, programming, tabling, and projects. 
• Neatness, good organization, accuracy, timeliness, completeness, and reliability. Foremost criteria: CONFIDENTIALITY and protection of any and all information or communication with students. 
• Prepare for the following: requisitions; travel requests; payroll and timesheets; inventory reporting; and, purchasing office supplies. 
• Provide legal research, implementation of SLS processes and procedures, and attend public awareness projects such as tabling. 
• Plan and organize relevant events and programs for our student population, including tabling at UNT Denton and UNT Frisco. 
• Maintain an Excel spreadsheet for internal updates of department budget, forecasting and planning based on past budgets and projected future costs. Work closely with the department head to prepare Student Service Fee request and annual reports. 
• Act as purchasing credit cardholder for SLS and Dean of Students. Reconcile bank statements on a timely basis, as required by Payment Purchasing Services; notify director immediately of discrepancies or problems using the card. 
• Work on regularly scheduled assessments for the department in order to meet performance standards. 
• Review resumes and hire new student employees as necessary. 
• Monitor student work and attendance. Provide assistance to staff as requested. Maintain good working relationships with staff. 
• Represent the department in committees and at meetings when requested. 
• Provide new staff members and student workers with the information necessary to become familiar with office procedures. Have continuing instruction and education as necessary. 
• Collaborate with other UNT departments for outreach programs. 
• Update office procedures to maintain or increase effectiveness. 
• Maintain or obtain notary public status in order to provide students with this service. 
• Assist Dean of Students departments with administrative duties such as creating new cases and assisting with managing email inbox. 

Physical Requirements

Communicating with others to exchange information.
Lifting and Moving objects up to 20 pounds.
Moving about to accomplish tasks or moving from one worksite to another.
Moving self in various positions to perform tasks in tight and confined spaces.
Repeating motions that may include the wrists, hands and/or fingers.
Sedentary work that primarily involves sitting/standing.

Environmental Hazards

Noisy environments.
Small and/or enclosed spaces.

Work Schedule

In person, Monday thru Friday, 8am - 5pm

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.