Administrative Specialist

About Us - Values Overview

Department Summary

The Department of Information Technology and Decision Sciences (ITDS) comprises two academic disciplines: Information Systems and Management Science. The ITDS department has over 40 research and teaching faculty whose mission is to conduct cutting-edge research and prepare the next generation of information systems, management science, and business analytics professionals. Our department offers degrees at the bachelor’s, master’s, and PhD levels. Five of our degrees are STEM-designated — BS and MS in IS, BBA, MBA, and MS in Business Analytics. We also offer PhDs in Information Systems, Management Science, and Information Assurance. ITDS has a solid track record of producing well-prepared, motivated, and ultimately successful business professionals and academicians.

Position Overview

This position is responsible for providing more complex administrative support and customer oriented services to a department. Coordinates activities and acts as department/area liaison handling issues that are sensitive and confidential. Identifies and recommends improvements for administrative procedures, as necessary assignments vary from routine to complex in nature and require some latitude and problem solving and interpretation of departmental and university guidelines.

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.
• 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 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

• Bachelor Degree.
• Knowledge of University policies and procedures.
• Experience with PeopleSoft/EIS.

Job Duties

• Payroll/Human Resources. Under the direction of the department chairs and/or the department administrative coordinators process hourly student employee job postings, hiring, payroll approval, etc. Follows all UNT/College/Department policies and guidelines. Is the liaison between the Department and the lab, tutors, and graders.
• Record retention manager. Responsible for all record retention processes for the departments, including department faculty; following UNT guidelines and policy. Completes or assists Administrative Coordinator with preparation of classroom related forms (i.e. grade change forms, drop forms, pass/no pass forms).
• Serves as department receptionist/information. Monitors and answers incoming departmental phone calls and emails. Takes accurate messages and responds to messages in a timely manner. Provides backup support to the Administrative Coordinator.
• Textbook coordinator. Processes textbook orders for each semester. Monitor schedule changes (section adds/deletions, class capacity changes, etc.) and reports significant changes to book store. Interacts with publisher representatives and oversees the ordering of textbooks and desk copies as needed for instructors, ITDS tutor lab and library reserves.
• Enrollment management. As requested by the department chairs and/or administrative coordinators provide enrollment data/reports, class offerings, audit student transcripts, and other student/classroom related information using the EIS system.
• Department media. Under the direction of the administrative coordinators and department chairs maintain department website information ensuring accuracy and that information is updated and accurate. Works with RCoB technology department to request changes.
• FIS System. Enters syllabi and faculty information as required for the FIS reporting system under the direction of the department chairs and/or administrative coordinators.
• Faculty support. Manages and creates SPOT evaluations for departments. Handles requests from faculty when needed.
• Preparation of travel request. Prepares accurate travel requests. Maintains a budgetary spreadsheet of travel and reports expenditures to the Administrative Coordinator and/or the Department Chair.
• Help organize, arrange, coordinate, and deliver department events in conjunction with Administrative Coordinator.
• Supervision of hourly student workers/instructional assistants, including performance monitoring and timesheet approval.

Physical Requirements

• Communicating with others to exchange information.
• Lifting and Moving objects up to 20 pounds.
• Sedentary work that primarily involves sitting/standing.
• Repeating motions that may include the wrists, hands and/or fingers. 

Environmental Hazards

•  No adverse environmental conditions expected.

Work Schedule

Monday - Friday 8:00am - 5:00pm; may include some nights and weekends

Driving University Vehicle

No

Security Sensitive

This is a Security Sensitive Position.

Special Instructions

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted. 

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, domestic violence, dating violence and stalking), and retaliation on the basis of race, color, religion, national origin, sex, age, disability, genetic information, or veteran status in its application, employment practices, and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration 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 a related investigation or proceeding.