Senior Administrative Coordinator

Employer
UNT Dallas
Location
Dallas, TX
Posted
Dec 22, 2018
Institution Type
Four-Year Institution


Requisition Number STA - 201000000695
Job Title Senior Administrative Coordinator
Job Description
The Administrative Assistant to the Dean (Senior Administrative Coordinator) serves as the administrative assistant to the Dean and Associate Dean for Academic Affairs at the UNT Dallas College of Law. This position is responsible for providing secretarial, clerical, and administrative support. It is also responsible for ensuring that customer service is provided to College of Law guests and visitors in an effective and efficient manner. This position is responsible for mentoring junior administrative staff and supervising the Senior Administrative Associate/Receptionist in the Office of the Dean. This position performs a variety of HR functions at the UNT Dallas College of Law including: (1) assisting with employee onboarding, (2) assisting with employee off boarding, (3) assisting staff and Campus HR with job postings, (4) coordinating I9/E-Verify submissions, (5) entering ePARs for hiring, terminations, employee changes, HRM4s, etc. (6) serving as law school timekeeper.

Specific responsibilities include:
  • Managing travel arrangements and travel vouchers for the Dean of UNT Dallas College of Law, the Associate Dean for Academic Affairs, and the Associate Dean for Finance and Administration.
  • Assisting the Dean in preparing speeches, reports, and formal responses to official inquiries from internal and external constituencies.
  • Maintaining complex calendars and scheduling appointments for the Dean.
  • Briefing the dean on on-going issues, events, and other activities that impact the College of Law.
  • Creating and maintaining department filing system.
  • Providing administrative support to Associate Dean of Finance and Administration as needed.
  • Providing support for advancement, development and fund-raising activities as needed.
  • Overseeing the planning and execution of College of Law special events designed to engage the Dallas community in the College's missions and goals.
  • Maintaining a central calendar for College of Law events and room requests.
  • Facilitating problem solving for appropriate college personnel as requested.
  • Providing administrative support (travel, Pcard purchases, Proctor offer letters and requisitions) to departments without administrative support including the Registrar, IT and library.
  • Organizing meetings and assisting with special event logistics including room assignment, announcement/invitation including preparation and distribution of copies and handouts, catering and transcribing minutes.
  • Monitoring and maintaining adequate levels of office supplies and administrative materials for the Dean.
  • Coordinating faculty, Dean's Cabinet, and administrative staff meetings including preparing agendas and minutes.
  • Assist with various aspects of hiring faculty and staff, including the preparation of offer letter and confidential personnel documents.
  • Answering or reviewing communications of various types (letters, emails, telephone calls, and fax) and directing them to the appropriate department, faculty or staff for disposition.
  • Coordinating executive communications, including those requiring a high degree of security and sensitivity.
  • Responding to public inquiries as well as requests from within the UNT System.
  • Serving as a backup to other administrative specialists and providing administrative support while positions are vacant.
  • Cross-training administrative staff in all administrative departments to master software and operating systems.
  • Training administrative support staff on adjunct faculty hiring process and assisting with the hiring process as needed.
  • Providing guidance and ensuring that administrative support staff are properly trained in using areas of Concur, Pcard, and EIS.
  • Assisting with ABA and SACS accreditation visits serving as the point of contact for representatives of those accrediting bodies. Assisting with other special projects as needed.
  • Serving as Open Records Request Coordinator.
  • Performing related duties as assigned.

The University of North Texas System and its component institutions are committed to equal opportunity and comply with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University of North Texas System and its component institutions do not discriminate on the basis of race, color, sex, sexual orientation, gender identity, gender expression, religion, national origin, age, disability, genetic information, or veteran status in its application and admission processes, educational programs and activities, and employment practices.

Minimum Qualifications
The successful candidate will possess a Bachelor's Degree and five (5) 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 communication and interpersonal 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.
  • Supervisory skills.

Preferred Qualifications
The preferred candidate will possess the following additional qualifications:
  • Three years' experience working in a higher education setting.
  • Two years' experience working in a law school setting.
  • Knowledge of (or ability to rapidly assimilate and retain) university operating procedures, organization and policies.
  • Experience with human resources policies and procedures.
  • Experience using Peoplesoft query and reporting.
  • Knowledge of business principles, practices and techniques.
  • Knowledge of electronic information systems and accounting systems.
  • Ability to establish and maintain professional working relationships with a variety of internal and external contacts.
  • Ability to act with considerable initiative and to work independently.
  • Knowledge of safe working procedures and security measures related to work performed and work supervised.

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


Substitution of Experience/Education Yes
Start Date
Ending Date (if temporary)
Special Instructions to Applicants
Applicants must submit a resume and a cover letter 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. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-3
    • 3-5
    • 5-7
    • 7+
  4. * What is your highest level of completed education?
    • High School/GED
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Ph D



Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. References

PI106422776

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