Administrative Coordinator

Title: Administrative Coordinator

Employee Classification: Administrative Coordinator

Campus: University of North Texas - Dallas

Division: DAL-Academic Aff & Stdnt Success

SubDivision-Department: DAL-Office of the Provost

Department: DAL-Office of the Provost-500100

Job Location: Dallas

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 the University of North Texas Health Science Center at 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 inclusive 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 www.UNTSystem.edu .

Department Summary

The Provost Office and Academic Affairs are the core of the University of North Texas at Dallas academic institution. UNT Dallas is home to instructors who combine scholarship and real-world professional experiences in the fields of business, counseling, education, human services, law and more.

Position Overview

The Administrative Coordinator is responsible for coordinating the operation of the Office of the Provost. Duties include routing communications and drafting correspondence, scheduling appointments and events, coordinating the logistics for meetings, trainings, and other special events for the Office of Provost. This position is also responsible for procurement and travel for the Office of the Provost, and support for academic affairs operations, such as the curriculum review process, hiring documentation, inventory, records retention, and other special project as needed.

Minimum Qualifications

• Bachelor's and one (1) year of related experience; or any equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

• Considerable knowledge of general office procedures and practices
• Knowledge of University policies and procedures related to the area of assignment
• Skill in making mathematical calculations and computations
• Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in professional formats
• Ability to establish and maintain good working relationships
• Ability to communicate effectively orally and in writing
• Ability to work without close supervision
• Knowledge of safe working procedures related to work performed

Preferred Qualifications

• N/A

Required License/Registration/Certifications

• N/A

Job Duties:

• Coordinates the operation of a complex or large office including greeting visitors, answering phone calls, routing communications and mail, and making referrals appropriately.
• Adapts quickly to a fast-paced environment and effectively responds to last-minute changes to plans, including rescheduling meetings, modifying itineraries, or handling unexpected situations.
• Assists in conducting research, compiling reports, and providing information for decision-making.
• Serves as a front-line communicator and gatekeeper, sorting and prioritizing requests. Manages the Provost's campus email mass communication lists and distributes messages as requested.
• Maintains schedules for Provost and Assistant Provost and office events calendars. Prepares agendas and coordinates arrangements such as catering, requesting rooms, compiling materials for meetings, communication with participants for conferences, training, meetings, and other special events for the Office of the Provost.
• Manages paper and electronic filing systems, maintains, and enters information into databases, completes office-based reports such as space utilization, business continuity processes, inventory, etc., and serves as the Records and Retention officer for the Office of the Provost.
• Supervises inventories of supplies and equipment and makes purchases as needed. Assists in accounting for funds expended and to be spent for supplies, equipment, etc.
• Prepares purchase orders, approves invoices for equipment and supplies, and routes contracts for approval prior to purchasing. Holds and maintains the purchasing card for the department.
• Prepares travel vouchers and accounts for the expenditure of travel funds for the Assistant Provost and guides others within academic affairs on how to complete the travel request and reimbursement process.
• Supports the curriculum review process by creating and updating Coursedog workflows, troubleshooting routing issues, and creating Academic Council agendas in support of the curriculum review process.
• Serves as support for other administrative staff in Academic Affairs and helps support other offices in the temporary absence of administrative support.
• Drafts, edits, and reviews correspondence on behalf of the Provost and Assistant Provost.
• Supervises student workers and develops meaningful work and learning opportunities. Mentors student workers in the development of professional and power skills.
• Works on other special projects from the Provost or Assistant Provost as needed, such as supporting Faculty Senate, serving as an I-9 Coordinator, and editing the Academic Affairs website, etc.
• Performs other duties as assigned.

Work Schedule:

Monday - Friday, 8 am - 5 pm

Driving University Vehicle:

No

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

N/A

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) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, genetic information, 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 complaints of discrimination 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.