Administrative Coordinator

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.

• 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.

• 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

• 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.

• 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.

• 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

• 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

• 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.

• 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.

• Full-time faculty
• Part-time Instructors including adjuncts and graduate teaching fellows
• Staff
• Hourly student employees

• 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