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Administrative Coordinator

University of North Texas at Dallas

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Position Details
Position Information

UNT System 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.
Posting Title Administrative Coordinator
Department UNT-Anthropology-135300
Job Location Denton
Full Time/Part Time Full-Time
Retirement Eligibility TRS Eligible
Additional Retirement Information For more information on retirement plan options, please visit https://hr.untsystem.edu/benefits/retirement-plans/index.php .
Salary Information $40k+. Commensurate with experience.
Department Summary The Department of Anthropology at UNT focuses on the subfield of anthropology known as “cultural anthropology.” Culture shapes every aspect of human life, from how we understand “identity,” who we think of as family, the foods that we eat, and the religious or spiritual practices that we engage in. Our department is one of the leading departments in the nation centered around the practice of applied cultural anthropology, or the application of anthropological methods, theories, and insights to address real world problems.
Position Overview To provide professional administrative support for the department, chair, faculty, and students of Anthropology. Aid in the management of all areas of program activity. 

Additional Posting Details

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 Budgeting experience is a major plus.
Required License / Registration / Certification
Work Schedule Mon – Fri, 8am to 5pm. 40 hrs/wk.
Driving University Vehicle No
Security Sensitive This is a security sensitive position.
EEO Statement

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.
Classification Title Administrative Coordinator
Physical Requirements Lifting up to 10 pounds, Writing, Talk or Hear, Ability to communicate

Job Duties

o Management of main office to support unit mission

  • Serves as assistant to unit head  
    • Ensures that office is staffed and open during normal operating hours, per UNT policy.
    • Ensures sufficient stock of general supplies and equipment. 
  • General supervision of other main office staff and student employees
  • Additional duties for assistant to unit head includes
    • Hiring new faculty – assists with all aspects of faculty search process.
    • Hiring new staff or student employees.
    • Monthly department meetings.  
    • Data gathering and preparation of various reports as requested by upper administration.
    • Majority of budget planning and management.
o Budget management

  • Maintenance of an annotated list of unit chartstrings.
  • Regular Cognos review and reconciliation of all unit chartstrings.
  • Understanding appropriate chartstrings for various types of expenses.
  • Preparation of ABAs and IDTs.
  • Ensures funds are available on specific chartstrings for expenses (payroll and other purchases).
  • Coordinates part-time budget requests with Executive Dean’s Office.  This includes requests for fall/spring/summer adjunct and graduate student support.
  • Prepares budget/chartstring reports as requested by unit head.
  • Tracks graduate students on payroll and ensures that length of funding appointments follow guidelines on Academic Resources “Graduate Student Recruitment & Retention Plan” website.
  • Ensures that all faculty/staff/student UNT-business travel follows UNT System Guidelines.
  • Collaborates and assists with Travel Specialist in the CLASS Executive Dean’s Office as needed
o Payroll procedures

  • Prepares unit ePars.
  • Attending semester payroll trainings.
  • Understanding differences between salaried and hourly payroll.
  • Following guidelines for chartstring use for payroll.
  • Completing, reviewing, and approving timesheets and/or leave requests.
  • Assists in training of new supervisors regarding payroll and timekeeping.
o Human Resources procedures

  • Ensures new employees complete onboarding (included background checks and I-9 verification per UNT policy and federal law).
  • Maintains paper or electronic personnel files for unit employees.
o Purchasing 

  • Understands policy and when to use Pcard vs. Requisition for a purchase.
    • Includes complying with various elements of different types of purchases including bid requirements, HUB vendors, IT reviews, etc.
  • Complies with Pcard rules and regulations.
  • Weekly reconciliation of receipts to charges and monthly submission of Expense Report
    • Serve as first level approver (reconciler) to other department Pcard holders and/or other Pcard holders in CLASS.
  • CAS-IT liaison for computer rollouts
  • Events planning and management
o Graduate Students

  • Assists with preparation of employment offer letters to graduate students.
  • Tracks number of dept. Grad PosIDs and works with unit leader on budget for dept. funded grad appointments.
  • Works with unit leader or other faculty on job assignments for graduate students and ensures that ePars are prepared with appropriate job code and level.
  • Assists with Tuition Benefit Plan forms and processes.
  • Tracks trainings for Instructional Assistants 
o Course management

  • Schedule of Classes/Courseleaf (year-round) – Completed edits in Courseleaf and in conjunction with Registrar’s Office. 
  • Textbook coordinator – submit textbook list to UNT Bookstore and assist instructors with ordering/purchasing instructor copies for classes as needed.
  • Assist with enrollment management.  During enrollment periods, monitor enrollment in courses and keep chair/others updated for decisions on changes needed – adding or closing sections as needed.
  • Coordinator for course SPOT evaluations.  
  • Monitoring audit rolls and grade submissions. Reminding instructors as needed.
  • Monitor Faculty Information System (FIS) profiles to ensure fall semester syllabi are uploaded as required.
o Department scholarships

  • Designated staff member as the contact with SFAS for processing scholarship awards to students.  
  • Work with committee as needed to open applications, provide scholarship balances for future awards, prepare award notices to students, process SFAS forms to fund scholarships to student’s UNT accounts, etc.
  • Maintains paper or electronic files of MOUs and other gift agreements.
o Internal procedures manuals – create and maintain procedures for 

  • Full-time faculty
  • Part-time Instructors including adjuncts and graduate teaching fellows
  • Staff
  • Hourly student employees
o Other general duties including:

  •  Inventory Management.  Updating official inventory in EIS and completing annual property inventory per UNT Asset Management.
  • Space Survey.  Completing department’s annual space survey per UNT Office of Space Management. 
  • Preparing key requests for new employees.
  • Office space logistics.  Monitor space assignments, empty offices, furniture needs, etc.
  • UNT Cash Handling Policy.  Processing deposits and handling cash per this policy and annual training.
  • Assist with internal procedures manuals 
    • Full-time faculty
    • Part-time Instructors including adjuncts and graduate teaching fellows
    • Staff
    • Instructional Assistants Hourly 

Posting Detail Information

Posting Number S7901P
Position End Date (if temporary)
Special Instructions to Applicants
Quicklink for Posting https://jobs.untsystem.edu/postings/80595

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