Senior Administrative Specialist

Title: Senior Administrative Specialist

Employee Classification: Sr Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Information

Department: UNT-Data Science-133330

Job Location: Denton

Salary: 37,000

FTE: 1.000000

Retirement Eligibility:

About Us - Values Overview:

Department Summary

The College of Information (COI) is home to the Departments of Information Science, Learning Technologies, and Linguistics, which have the collective mission to generate, integrate, and disseminate knowledge in a learner-centered environment.

Our mission is to generate, integrate, and disseminate knowledge in a learner-centered environment. We advance domains of knowledge in information science, library science, computing and technology systems, learning and cognition, linguistics, and human performance.

The Department of Data Science's goal is to educate a new generation of information professionals capable of taking a leadership role through connecting the dots and using data to support strategic initiatives within an organization.

Position Overview

The Administrative Specialist provides essential support to the department by assisting the chairperson with scheduling, meetings, and event coordination. Serving as the first point of contact, this role manages daily office operations, including correspondence, facilities requests, and inventory tracking. Responsibilities include processing administrative forms, coordinating faculty workload reports, handling departmental purchasing, and maintaining departmental communications such as the website and social media.

Minimum Qualifications

Bachelor's Degree and three years' 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 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. Supervisory skills.

Preferred Qualifications

Experience with UNT systems and policies.

Required License/Registration/Certifications

Job Duties:

• Assist chairperson with daily scheduling meetings and events with faculty, students, and others. Assist Chairperson in departmental meetings. Draft agenda, note taking, draft minutes, and distribute meeting materials.
• First point of contact for the department, receiving and routing phone calls, visitors, and students. Coordination of the daily office operations and maintenance of a cohesive, pleasant work environments, including monitoring and answering incoming departmental emails, picking up and delivering mail, and managing meeting room booking requests. Monitors and answers incoming departmental emails.
• Oversees the administrative operations of the department including, but not limited to, conducting annual space survey, placing facilities work orders, and processing key authorization requests for department access. Provides administrative support for faculty and staff, including processing administrative forms (e.g., travel, workload reports, time reports, sick leave requests, etc.) for faculty and staff. Serves as department's Designated Inventory Coordinator maintaining lists of assets, assisting with checkouts for off campus use and conducting annual physical inventory check.
• Responsible for nonroutine correspondence, data compilation and analysis, preparation of reports, forms, meeting notes/minutes.
• Work with the Administrative Coordinator to submit requisitions or make purchases with a university Pcard for departmental purchasing needs.
• Assists with updating departmental website and posting news and events. Provide suggestions for improvement. Responsible for social media content creation for the department in consultation with the College marketing team.
• Working closely with committees, manages and processes various scholarships for the students in the department, including endowed scholarships, and coordinates payments with the scholarship office.
• Serves as FIS liaison ensuring syllabi are uploaded and that all instructors are added to the system. Coordinates SPOT evaluations each semester. Textbook coordination with faculty and bookstore.
• Facilitates the organization of extracurricular activities such as data science days, data science special interest groups, and related student organizations such as UNT data science organization and ACM student chapter. -

Work Schedule:

M-F, 8 am to 5 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.

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.