Administrative Specialist

Title: Administrative Specialist

Employee Classification: Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Lib Arts & Soc Sci

Department: UNT-CLASS-Dean's Off-Gen-120100

Job Location: Denton

Salary: $33k+; 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 College of Liberal Arts and Social Sciences (CLASS) is the largest academic unit on the UNT main campus in Denton. We provide much of the core curriculum for undergraduates and offer bachelors, masters and doctoral degrees. The CLASS Executive Dean's Office works to assist all academic departments in CLASS to support the teaching, learning, and research efforts of each unit.

Position Overview

Located in the Executive Deans Office of the College of Liberal Arts and Social Sciences (CLASS), the primary responsibility of this position is to process travel arrangements and requests, reimbursements, receipts, and other electronic paperwork for faculty, staff, guests, graduate students and job candidates in assigned units. Other duties may include backup receptionist for the CLASS Executive Dean's Office, tracking travel reimbursements, verifying that refunds have posted to travelers' accounts, etc.

Minimum Qualifications

Associate's degree and three years' of moderately responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training.

Knowledge, Skills and Abilities

• Exceptional customer service skills. Intermediate Microsoft Office skills.
• Minor knowledge of accounting/budgeting procedures.
• Ability to work under time pressures, to adjust to changes and interruptions, to handle multiple tasks, and to coordinate work with others.
• Ability to keep detailed records, to assemble and organize data of a complex nature, and to prepare and submit reports according to University policies.
• Ability to conceptualize, plan and organize multiple 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

Previous experience/knowledge of Concur. Prior experience with travel procedures in any context. Prior higher education experience a plus.

Required License/Registration/Certifications

Job Duties:

• Collect and track information from College units on allocation of travel funds to individual travelers, particularly each semester, but also at year-end.
• Create and manage travel reimbursement files from RTF form to expense request through confirmation of reimbursement to the traveler.
• Maintain spreadsheet to track progress of travelers' paperwork through the entire process.
• Create year-end reports to track travel college-wide.
• Liaison for communicate between department, traveler, Sr. Research Analyst (for grants) and BSC Travel office to resolve questions and issues as they arise; provide relevant travel forms for pre-travel (tax exemption forms, etc.) and post travel (receipt affidavits as needed); remind travelers about international travel registration requirements and timely receipt submission.
• As requested, arrange airfare, rental car, and hotel reservations for incoming guest speakers and job candidates.
• As requested, create airfare quotes for upcoming travel.
• Track down answers to questions regarding travel exceptions.
• Backup for CLASS Executive Dean's Office front office Admin Specialist position periodically when that position is out to lunch, on vacation, sick, or otherwise vacant.
• Backup for other admins handling travel in other CLASS departments; backup receptionist as needed in other CLASS department offices (rare); backup receptionist in departments as requested during vacations or vacancies (rare).
• Receives cash/checks in accordance with University cash handling procedures and Office procedures. Receives annual training per policy. Coordinates tasks with Development staff or with Associate Dean for Fiscal and Human Resources as needed.

Work Schedule:

40 hrs/week. Monday - 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.