Senior Administrative Coordinator

Title: Senior Administrative Coordinator

Employee Classification: Sr Administrative Coordinator

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Science

Department: UNT-Mathematics-122000

Job Location: Denton

Salary: Salary commensurate with experience

FTE: 1.000000

Retirement Eligibility:

About Us - Values Overview

Department Summary

The Department of Mathematics is a comprehensive department with teaching and research as its core missions. Undergraduate offerings include B.A. and B.S. degrees in Mathematics, with or without teacher certification. Graduate offerings include a Ph.D. in Mathematics as well as a Master's degree. Additional information about the department is available at math.unt.edu.

Position Overview

To perform various complex supervisory and administrative duties in support of the Chair of the Mathematics department, 48 full-time faculty, 55 Graduate Students, 4 administrative staff members, and other part-time employees. Duties involve independent judgment and initiative based on knowledge gained through experience in the department and working for the University for many years. Tasks include dealing with delicate and sensitive personnel and/or student issues that may arise in the daily operations of the Mathematics department. This position oversees the budget for the department and monitors spending for all funds in the department and prepares budgetary spreadsheets to present to the Chair on a monthly basis.

Minimum Qualifications

Bachelor's degree and five years of highly responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training.

Knowledge, Skills and Abilities

* Exceptional communication and interpersonal 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.
* Supervisory skills.

Preferred Qualifications

Required License/Registration/Certifications

Job Duties

• DEPARTMENT BUDGETS Monitors department budget for multiple funds and prepares monthly shadow budgets and tracks expenses and reports to the Chair. Maintain proper documentation for multiple funds. Ensure that the Chair is informed of potential deficits in department funds. Gather information and prepare annual department academic fee. Be knowledgeable of general rules for the different type of funds and proper use of specific funds and ProjIDs.
• PAYROLL Prepares all ePars for the department each semester and monitors for accuracy. Monitor ePars to ensure approval is completed prior to university payroll deadlines. Convey deadlines to other staff members as appropriate. Audit payroll to ensure that employees are paid from the correct department fund. Payroll audited within three weeks of the first pay period each term. Be knowledgeable of general rules governing types of positions, job codes, and allowable employees on specific funds. Oversees all staff vacation/leave requests for the department. Approves staff timesheets weekly.
• ASSISTANT TO THE CHAIR Serves as the Assistant to the Chair and arranges appointments for the Chair. Assists the Chair in the preparation of reports about the department instructional activities, research activities, and administration. Assists the Chair in screening phone calls and emails, preparation of correspondence, and responses to official inquiries. Assist the Chair, graduate and undergraduate advisors, in preparing and maintaining departmental brochures and promotional material.
• OFFICE MANAGEMENT/SUPERVISION/GENERAL OFFICE Serves as the office manager, managing the daily operations of the mathematics department administrative offices including the supervision of office staff and hourly parttime employees. Coordinate the office workflow and ensures the efficiency of the entire departmental administrative staff. Manages department calendar for all administrative staff. Fills in when necessary to cover other staff positions. In the short-term absence of the Chair, manage essential functions of the department in consultation with the Associate and Assistant Chairs to ensure operations of the department run as smoothly as possible. Maintains department floor plan for 100 employees, assigning offices to all employees at the beginning of each semester as appropriate. Responsible for the annual space survey and ensures all room resources are being utilized appropriately according to university guidelines. Maintain contacts/liaisons with other university departments and administrative offices. Develop and maintain good working relations with other university departments and offices. Coordinate activities with other mathematics department staff. Develop and maintain a good working relationship with all mathematics staff. Acts in an ethical manner and respects confidentiality of documents and information as required by university regulations. Other duties as assigned.
• PURCHASING/PAYMENTS Manage and supervise routine purchasing and payment from department funds. Prepare purchase orders, requisitions (ePro), invoices, IDTs, and ABAs for the department as necessary. Monitor purchase orders to be sure payments are made to vendors in a timely manner. Serves as the department reconciler for department p-card holders. Oversees both p-card holders of the department ensuring appropriate records are kept and UNT policies are followed. Maintains records following record retention policy and university regulations.
• FACULTY HIRING/PERSONNEL AFFAIRS Assist the Chair with faculty hires including advertising and working with search committee chairs to schedule and conduct interviews. Maintain faculty and staff personnel records, including merit evaluations and faculty tenure and promotion files. Assist the Chair with faculty award nominations. Type confidential correspondence involving sensitive information concerning faculty and the department. Process employment verification letters for graduate students that need documentation when traveling internationally. Process employment verification letters for graduate students who renew their visas and for international graduate students who need to obtain social security numbers. Oversees the staff hiring for the department. Performs the annual evaluation of all staff members utilizing input from appropriate faculty administration.
• INVENTORY/SUPPLIES Oversees and maintains the department inventory of capital equipment and furniture. Maintains custodial information and location of equipment (computers, printers, and all equipment) in the department. Oversees all faculty and staff office repairs to be completed by CAS-IT. Acts as the network liaison with CAS-IT and coordinates faculty/staff requests for telecommunications. Recommends physical security needs for all equipment and coordinates with appropriate units for special problems of physical security for expensive equipment. Maintains inventory of department furniture and ensures department offices have sufficient furniture to meet the department needs. Initiate purchases and coordinates rearrangements as appropriate. Oversees all purchases for office and classroom supplies.
• EVENT COORDINATION Appropriately delegates coordination tasks for regularly occurring events such as department tea time associated with seminars and colloquiums. Coordinates and oversees major department events such as conferences, workshops, donor events, and other social events. Serve as the main contact person for major department events such as conferences and social events. Appropriately delegate the coordination tasks to other staff members. Assist Chair and faculty in planning and administration of financial resources for department events. Be present at all major department events such as conferences and social events to ensure smooth operation. Make substitute arrangements well in advance in case of predictable absence. Develop and maintain accurate and UpToDate record of alumni, sponsors, and other constituents of the department.
• ADMINISTRATIVE SUPPORT FOR CONFERENCES AND RESEARCH ACTIVITIES Work with faculty to draft conference announcements. Work with graphic designer to create print and web design of conference announcements. Assist with conference organization including reservations, transportation, catering, and preparing information brochures with local information. Oversees the Faculty/Grad travel budget ensuring funds are available for all travel requests. Oversees grants, IDC accounts and faculty start-up budgets.
• OTHER DUTIES AS ASSIGNED

Physical Requirements

* Communicating with others to exchange information.
* Lifting and Moving objects up to 20 pounds.
* Sedentary work that primarily involves sitting/standing.

Environmental Hazards

* No adverse environmental conditions expected.

Work Schedule

M-F 8:00 am -5:00 pm

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.