Administrative Specialist

UNT Dallas
Dallas, TX
Jul 28, 2017
Institution Type
Four-Year Institution

Requisition Number STA - 201000000512
Job Title Administrative Specialist
Job Description
The University of North Texas at Dallas invites applications for the position of Administrative Specialist.

The University - the first four-year public institution of higher education in the city - seeks an individual who will help shape the character of a 21st century, teaching-focused university. Candidates should be able to express enthusiastic support for the mission of the university to transform the lives of students, families and communities by providing high-quality, student-focused education in preparation for tomorrow's careers, and its vision to create the place of choice where students are inspired to learn, faculty are inspired to teach and the community is inspired to support. For more information about the university, go to:

This is a position that reports to provides administrative support for the Director of Academic Advising and Student Success and will also serve as advanced administrative support to the Academic Advising Center and Testing at UNT Dallas. An employee in this class performs a variety of administrative support tasks that are non-routine and non-repetitive in nature, and require the use of considerable independent judgment and initiative. Ability to maintain confidentiality is required. Work includes public contact in interpreting and promoting University academic policies and procedures, and rendering administrative decisions as appropriate, as well as development of academic publications. Work is performed under general supervision by the Director of Academic Advising with assignments typically reflecting continuing responsibility for promoting and maintaining academic integrity. An employee in this class may supervise student workers.

Responsibilities of the position include, but are not limited to:
  • Coordinates the operations of a complex or large office.
  • Provides oral and written interpretations of policies and procedures.
  • Develops, schedules, and plans the processing of work in Academic Advising.
  • Coordinates the gathering of information and preparation of schedules, reports, and analyses.
  • Plans or edits brochures of official publications.
  • Supervises inventories of supplies and equipment.
  • Organizes, assigns, trains, and supervises the work of others.
  • Performs secretarial functions for an administrator.
  • Assists in accounting for funds expended and to be spent for supplies, equipment and personnel.
  • Coordinates the use of UNT Dallas facilities with external and internal users.
  • Prepares correspondence.
  • Serves as departmental representative in meetings and interdepartmental contacts.
  • Prepares purchase orders and approves invoices for equipment and supplies.
  • Prepares travel vouchers and accounts for the expenditure of travel funds.
  • Makes recommendations for and implements changes in office procedures.
  • Coordinates arrangements for conferences, programs, meetings, special events.
  • Provides administrative support for periodic and special projects.
  • Follows appropriate safety and security precautions related to work performed.

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, family status, genetic information, citizenship 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 and takes remedial action when appropriate.

The University of North Texas System also takes actions to prevent retaliation against individuals who oppose a discriminatory practice, file a charge, or testify, assist or participate in an investigative proceeding or hearing.

Minimum Qualifications
The successful candidate will possess the following required qualifications:

Graduation from High School or GED equivalent and four years of progressively responsible office administration, bookkeeping or clerical experience; or any equivalent combination of experience, education, and training which provides the following knowledge, skills, and abilities:
  • Thorough knowledge of general office procedures and practices.
  • Thorough knowledge of University policies including FERPA and procedures related to the area of assignment.
  • Considerable knowledge of bookkeeping theory, principles and practices.
  • Ability to accurately record large volumes of data in Microsoft Excel and other data systems.
  • Skill in making mathematical calculations and computations.
  • Strong ability to keep complex records; to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats.
  • Strong ability to establish and maintain good working relationships.
  • Strong ability to communicate effectively orally and in writing.
  • Supervisory skills.
  • Ability to work without close supervision.
  • Knowledge of safe working procedures related to work performed.

Preferred Qualifications
The preferred candidate will possess the following additional qualifications:

Six years of experience in office administration or graduation from college with a Bachelor's degree and one year experience; or any combination of experience, education and training which provides the following knowledge, abilities, and skills:
  • Considerable knowledge (or ability to rapidly assimilate and retain) university operating procedures, organization and management policies.
  • Working knowledge of sound business principles, practices, and techniques.
  • Marked ability to establish and maintain effective working relationships.
  • Intermediate level knowledge of Microsoft Office Suite, in particular Word, Excel and PowerPoint.
  • High level of competence using e-mail and search engines.
  • Strong written and oral communication skills.
  • Experience supervising entry level administrative positions.
  • When required: Skill in typing at a moderately fast rate with few errors.

Physical requirements necessary to perform essential job functions
Work is primarily sedentary. Sits comfortably to do the work; however, there may be some walking, standing, bending, or lifting items weighing up to 15 pounds.

Driving University Vehicle? No
Work Schedule

Monday - Friday 8 am - 5 pm; Occasional Evenings and weekends.

Substitution of Experience/Education Yes
Start Date
Ending Date (if temporary)
Special Instructions to Applicants
Applicants must submit a resume with their online application.

Posting Specific Questions

Required fields are indicated with an asterisk (*).
  1. * How did you hear about this employment opportunity?
    • Texas Workforce Commission
    • HigherEd Jobs
    • Inside Higher Ed
    • Linked In
    • Indeed
    • Professional Diversity Network
    • Company Website
    • Job Fair
    • Current Employee
    • Other (Specify Below)
  2. Please specify source from above
    (Open Ended Question)
  3. * What is your highest level of completed education?
    • High School/GED
    • Bachelor's Degree
    • Master's Degree
    • PhD (or terminal degree for your discipline)
  4. * How many years of experience do you have in clerical, office administration or bookkeeping?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+

Applicant Documents
Required Documents
  1. Resume
Optional Documents
  1. Cover Letter
  2. References
  3. Veteran Preference (DD-214)


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