Administrative Specialist

Title: Administrative Specialist

Employee Classification: Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Science

Department: UNT-Chemistry-121200

Job Location: Denton

Salary: $33,312.00

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview:

Department Summary

The Department of Chemistry offers various opportunities for undergraduate and graduate students interested in cutting-edge technology and research. We allow students to pursue their scientific creativity with guidance from leading chemistry faculty. Chemistry is the study of matter and its reactions, provides a basic understanding needed to deal with a variety of societal and scientific needs, including energy, food production, health and medicine, biotechnology, new materials, environmental concerns, new processes, and national defense. Chemistry is a science central to the study of medicine, biology and modern physics.

Position Overview

The Administrative Speciali coordinates and carries out administrative support duties for the Chair of the Department of Chemistry, with a focus on duties related to faculty. The position is also responsible for overseeing day to day operation of the Chemistry departmental main office and supporting other administrative staff as needed.

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

• Proficiency with Microsoft Office
• Experience working in an academic environment with students & faculty

Job Duties:

• Maintain Department Chair's calendar - schedule all appointments and meetings in a timely manner and assist visitors to the Chair's office. Assist the Chair in completing tasks and meeting administrative deadlines.
• Gather agenda items for faculty meetings and communicate agendas in advance to faculty. Take minutes at faculty meetings, staff meetings, and other meetings as requested by the chair and distribute as requested.
• Coordinate Adjunct Faculty hiring process - prepare job postings, move candidates through hiring process and prepare offer letters each semester.
• Assist the Chair with faculty searches, including required forms for position posting and recruitment. Coordinate faculty search candidate visits and maintain faculty search files on the Shared Drive.
• Coordinate communications to the Chair from students, employees, and external parties, through email, phone, and other means. Monitor the chemistry@unt.edu email inbox and forward emails to the relevant party when appropriate. Distribute important communications from the department, college, and university to departmental staff, faculty, and students as needed.
• FIS Coordinator for the department. Assist faculty in learning and utilizing the Faculty Information System and help with uploading Syllabi when needed.
• Coordinate Alumni Relations. Schedule exit interviews for graduating students and record permanent contact information. Work with COS Development Director to maintain a database of Chemistry alumni contact information. Coordinate visits to the department by alumni, donors, high school classes, and others.
• Serve as lead RMR (Records Management Representative) for the department, with primary responsibility for faculty records (Annual Review, Promotion/Tenure, etc.) Serve as departmental liaison to the Dean's Office for faculty records and documentation.
• Departmental Main Office Manager. Work with others to ensure office is staffed during business hours (8 am - 5 pm). Supervise Main Office Support Associate and any Student Workers in the main office. Provide support and access to training for job responsibilities; delegate tasks as needed.
• Event Coordinator for the department. Take the lead on food ordering, set up and clean-up, alumni invitations, and faculty/staff donations for major departmental events, including holiday parties, special symposia/lectures, Honors Day, and fundraising drives. Coordinate REU events when the department hosts an REU program.
• Maintain Conference Room calendars (scheduling meetings, events and or classes) for the department. Work with the Main Office Support Associate to ensure computer/audiovisual equipment in conference rooms is ready when needed and maintain appropriate furniture configurations in the rooms.
• Seminar Coordinator for the department. Work with the faculty seminar chair to prepare the seminar schedule each semester and post it to the web page. Send weekly seminar announcements to the department and to interested parties outside the department. Help coordinate seminar speaker visitation schedule. Arrange refreshments, "goody bags" for visitors, and plaques and/or nameplates for named lectures.
• Gather required materials for faculty and instructor credentialing as specified by SACSCOC guidelines. Maintain permanent records and provide to Provost's Office as needed.
• Serve as contact to CAS IT/Academic Technologies for requesting faculty & staff access to subfolders on the Chemistry Shared Drive.
• Departmental News Coordinator. Work with departmental webmaster to post news articles to publicize faculty, staff, and student highlights and accomplishments.

Physical Requirements:

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

Environmental Hazards:

• No adverse environmental conditions expected.

Work Schedule:

Monday - Friday, 8:00am - 5:00pm

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, sexual orientation, gender identity, 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, facilities and employment practices. The University of North Texas System promptly investigates complaints of discrimination, harassment and related retaliation 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.