Sr Administrative Specialist

Job description


Requisition Number

Job Title
Sr Administrative Specialist

Official Title
Sr Administrative Specialist

Position Number

PACCAR Technology Institute


Is this an internal posting only?

Work Schedule
Monday-Friday 8am to 5pm;

Department Overview
The PACCAR Technology Institute in the College of Engineering at the University of North Texas, Denton is formulating strategic directions to create an interdisciplinary institute focused on research related to Nanomaterials and Microsystems technology. The PTI will engage with key industrial members, local, state and federal government organizations, as well as private foundations.

Job Description
The PACCAR Technology Institute at the University of North Texas is seeking to hire a Sr Administrative Specialist to join our team.

The Administrative Assistant will manage clerical office functions, possess excellent verbal and written communication skills, strong interpersonal skills for interfacing with internal and external customers, and have a good understanding of university operations. The Administrative Assistant should also have a solid background in financial management including budgeting, accounting, and reconciliations, preferably in a university setting. The position will report to the Institute Director and the candidate should be able to multitask to complete assignments provided by the Director with minimal supervision in a timely manner.

Responsibilities and skills for the position include, but are not limited to:

* Proficient in Microsoft Office (word, power-point, excel) and be able to perform internet-related research as needed.
* Proficient at creating and maintaining web-pages.
* Excellent communication skills, both written and oral.
* Possess excellent organizational skills; detail-oriented, ability to multi-task and work independently.
* Administrative Office experience which includes: screening calls; responding to emails; managing calendars; scheduling meetings; taking meeting minutes, generating action items and basic follow-up, as necessary.
* Represent the Institute and/or Director internally and externally to guests, agencies, collaborators, and partners. Greeting visitors and callers, responding to information requests, routing calls.
* Budget and Finance: managing financial data from multiple streams of funding and generating reports as requested; conducting reconciliations and budget projections; processing documentation for staff hiring and student appointments; generating purchase orders for materials, supplies and equipment, as requested by Director.
* Training and supervising other support staff with continued growth of Institute.
* Designing advertising strategies to disseminate promotional materials related to Institute.
* Making travel and event arrangements, processing reimbursements.
* Hosting meetings and workshops; managing the catering budget, finding venue, sending out invitations.
* Ability to be flexible, adapt to situations when work maybe required after duty hours in support of specific tasks; having a high sense of urgency to complete tasks effectively and efficiently.
* Maintain a high level of confidentiality when handling business on behalf of the Institute.

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 a 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. The following knowledge, skills, and abilities are required:

* 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
The preferred candidate will possess the following additional qualifications:

* B.A. or B.S. in Business Administration, English, Communications or a related field.
* Strong accounting and financial management skills.
* Minimum of 3 years of prior experience as an Administrative Assistant.

Special Instructions to Applicants
Applicants must submit a resume, cover letter and list of references with their online application.

Is this a security sensitive position?

Driving a University Vehicle?

Job Open Date

Job Close Date
Open Until Filled

Pay Rate

Pay Basis

Job Type
Full-time Permanent

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Job No:
Posted: 2/28/2018
Application Due: 4/29/2018
Work Type: