Position Information
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Posting Title Administrative Coordinator Department UNT-Political Science-122400 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 Department Summary
The Department of Political Science at UNT is a highly productive department with 27 faculty members who are committed to excellence in both teaching and research. It offers BA, MA/MS, and PhD degrees. Faculty in the department have previously edited the American Political Science Review, Political Research Quarterly, International Studies Quarterly, Journal of Political Science Education, and Religion and Politics and will be the home of Politics, Gender and Identities beginning Spring 2023. The department also houses the Castleberry Peace Institute, the Peace Studies Program, and the Latino/a Mexican-American Studies Program. The Department's website is https: // politicalscience.unt.edu.
Position Overview
The Administrative Coordinator (AC) is a senior level administrative position in the Department of Political Science. The AC performs various complex administrative and supervisory tasks and responsibilities in support of the Department, including the chair, faculty members, staff members, and students. Primary duties include dealing with the complexities of budget management and various administrative responsibilities that require independent judgment and initiative. The position covers a broad range of duties, including dealing with delicate and sensitive personnel and/or student issues that may arise in the daily operations of the department, as well as issues concerning faculty hiring, promotion, and tenure. In addition, the AC supports the various programs and projects of the department such as working with journals and coordinating programs, all in support of the goals and objectives of the department.
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
The preferred candidate will possess the following additional qualifications: Thorough knowledge of general office procedures and practices. Knowledge of bookkeeping principles and practices. Skill in making mathematical calculations and computations. Strong ability to establish and maintain good working relationships. Strong ability to communicate effectively, both written and oral. Supervisory skills. Ability to work independently and without close supervision. Knowledge of safe working procedures related to work performed.
Required License / Registration / Certification Work Schedule
M-F 8am-5pm
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, Reaching, Sitting, Squatting, Stooping, Bending, Talk or Hear, Ability to communicate
Job Duties
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Serves as department budget officer with proper communication with Chair, Dean's Office, the Budget Office, and other UNT areas as needed;
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Monitors all chartstrings within the Department of Political Science, including chartstrings with funds for the Pre-Law Program, LMAS Program, Peace Science Society (International), and Moot Court;
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Prepares ABS's to re-budget funds as needed to prevent or resolve D-level deficits;
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Works in Cognos to ensure that all expenses post to correct chartstrings or completes IDT's to move funds/expenses;
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Maintains reconciling spreadsheet to help department with budget planning for academic year and to ensure that department has sufficient funds for academic year, including P-card purchases that may take weeks to post;
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Maintains spreadsheets for funds for special purposes, including new faculty start-up funds and ensures funds are spent appropriately;
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Reports balances and reviews budget needs with chair as needed;
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Serves as liaison to SFAS and Graduate School for scholarships and TBP (Tuition Benefit Program); attends meetings and training as necessary to remain current on processes; keeps track of department scholarship process and prepares required packets for students and tracks their return; prepares SFAS forms and ensures that they are filed in a timely manner; coordinates preparation of TBP spreadsheets by deadlines.
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Serves as Purchasing and Travel agent for the department. Purchasing involves ensuring proper use of P-card and coding of P-card purchases in Concur; preparation of requisitions and IDT's in EIS, etc. Travel involves ensuring that funds are available, working with CLASS travel coordinator on reimbursements, attending training and informational meetings as required to remain current on UNT policies and procedures.
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Manages other budget-related processes as necessary.
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Performs administrative functions for faculty committees. For Search Committees, manage positions posted in People Admin; P&T/PAC committees; supports peer evaluation process and maintains personnel records;
Provides Scholarship Committee with MOU information and chartstring balances prior to award decisions.
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Acts as departmental representative at UNT meetings hosted by VPAA, CLASS Dean's Office, and other UNT organizations. Keeps other staff members informed of meetings and/or trainings relevant to their duties.
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Supervision of staff and student employees: coordinates schedules, meetings, and personal appointments to ensure main office is open and staffed during business hours; reviews and approves time sheets in EIS. Approves leave for student and regular staff positions.
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Coordinates monthly meetings, annual banquet, and other special events for the department. Prepares agendas and handouts and takes minutes at faculty meetings and other meetings as needed; coordinates annual banquet and other events such as guest speakers coming to campus with appropriate Union offices and personnel, prepares program, invitations, and menus.
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Coordinates use of main office conference room and other meeting rooms.
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Coordinates Human Resources and Payroll functions for faculty, staff, and student employees; works with Academic Resources (Faculty, adjunct faculty, and graduate students) and Career Center (hourly student employees) to ensure current processes and procedures are followed. Ensure that background checks, on-boarding, I-9, and other requirements are fulfilled; Prepares all department ePars, approves hourly time sheets in EIS, and reviews payroll spreadsheets to ensure all employees are paid in a timely manner and to prevent over-payments.
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Manages/monitors all required UNT Annual Reporting, including 1) serving as Property Management Liaison. Maintains department equipment inventory. Regularly updates EIS information with current custodial location of equipment. Completes annual inventory per policy; 2) Serve as department's UNT Space Management Representative. Attends annual training and completes space use information per instructions; 3) Serves as Records Management Representative. Maintain department records, following Records Retention Schedule, prepare and file final disposition log annually and ensure that FDL (Final Disposition Log) is approved prior to disposition of records; 4) Tracks completion of annual trainings required for faculty, staff, and students; 5) Other annual reporting duties as may arise.
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Other administrative tasks as may be assigned by the Department Chair.
Posting Detail Information
Posting Number S6948PPosition End Date (if temporary) Special Instructions to Applicants Quicklink for Posting https: // jobs.untsystem.edu/postings/75638
Supplemental QuestionsRequired fields are indicated with an asterisk ().
Required Documents
Optional Documents