Administrative Coordinator/Assistant to the Chair

Title: Administrative Coordinator/Assistant to the Chair

Employee Classification: Administrative Coordinator

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Science

Department: UNT-Physics-122300

Job Location: Denton

Salary: $39,270

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

We're the Department of Physics. We study space, time, energy, and matter at all scales ranging from those describing subatomic particles to the evolution and structure of the universe as a whole!

Position Overview

To assist the Chair in the Administrative and Academic functions of the Department of Physics. Supervises and participates in all daily operations of the Physics Department main office. Insures main office serves as an efficient source of information for students, staff, faculty and visitors. Gathers information and prepares class schedules, textbook orders, records, inquiries, reports, analyses, brochures, etc.

Assumes responsibility for training subordinate staff in the general knowledge of all operations of the University of North Texas and the College of Sciences as well as the Physics Department to ensure efficient, friendly communications. Serves as office manager and supervisor for main office personnel. Provides instructions from the Chair to the various units to assure efficient function of the departments daily activities.

Minimum Qualifications

Bachelor's Degree and three years' of highly responsible and varied office administration or business management experience; or any equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

• Exceptional customer service 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.

Preferred Qualifications

None

Required License/Registration/Certifications

None

Job Duties:

• Administrative assistance to the Department Chair: records management, conflict resolution, calendar management, projects as assigned by Chair. Maintains departmental website.
• Project management: main point of contact for renovation, relocation, etc. projects in the department. Monitors related budgetary issues.
• Support of visiting scholar, postdocs, other visitors and prospective employees. Process visa documentation, travel support, lodging, transportation, and itineraries. Main point of contact for hiring adjuncts and faculty.
• Course management: Scheduling and review of class and lab offerings and their associated faculty or teachers. Coordination of book adoptions.
• Departmental travel processing: assists faculty, staff and students with making airfare and transportation arrangements. Reviews and submits all departmental TBA forms, working closely with Finance Officer. Compiles reviews and submits vouchers to the UNT Travel Office. Assists students with completing travel grant paperwork and maintains records. - ()
• Supervisor of Undergraduate and Graduate Coordinators: oversees daily operations of both positions. Fully cross trained to perform duties in their absence.

Work Schedule:

Monday through Friday 8:00AM - 5:00PM

Driving University Vehicle:

No

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

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.