Administrative Coordinator, Alumni Office Operations

Title: Administrative Coordinator, Alumni Office Operations

Employee Classification: Administrative Coordinator

Campus: University of North Texas

Division: UNT-Advancement

SubDivision-Department: UNT-Alumni Relations

Department: UNT-Alumni Relations-Gen-172530

Job Location: Denton

Salary: $42,500.00

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview:

Department Summary

The Division of University Advancement strives to transform lives and unlock potential through the power of philanthropy and engagement by awakening and stewarding pride and loyalty for the University of North Texas.

Established in 1890, the University of North Texas is a place where students transform their lives through education and opportunity. With more than 46,000 students from across the state, nation, and world, UNT offers 240 academic programs - many nationally and internationally recognized. A Tier One research university and designated a Hispanic- and Minority-Serving Institution, UNT has a legacy of excellence in education, music, the arts, business and social sciences, with growing strengths in science and engineering. Last year, students earned nearly 13,000 degrees and joined UNT's network of 480,000 alumni, fueling progress and innovation.

Position Overview

The Administrative Coordinator serves as the Office Coordinator for the office of Alumni Engagement and the Alumni Center, providing operational oversight to the Alumni Center front desk, office, and other facilities, while providing administrative support to Alumni staff.

This includes responsibility for the daily operation of the Alumni Center office, front desk, and email inbox; acting as a first point of contact for alumni; completing purchases for the Alumni department; coordinating office meetings; preparing deposits; providing inventory control; and coordinating maintenance of the Alumni calendar, including use of the Alumni conference room. This role also serves as the department's Records Retention Coordinator and provides general administrative support to staff within the department.

Additionally, this position includes supervisory responsibility for 2-3 student assistants who support front desk operations.

Minimum Qualifications

Bachelor's Degree and two 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.
• Skill in using computer applications including spreadsheet, database and word processing software.
• Ability to work under pressure and meet close deadlines.
• Ability to set priorities and complete assignments on time.
• Ability to analyze, organize and prioritize work while meeting multiple deadlines.
• Skill in completing assignments accurately and with attention to detail.
• Knowledge of office procedures and of spelling, grammar, punctuation, and arithmetic.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of inventory control principles and methods.
• Ability to identify problems, evaluate alternatives, and implement effective solutions.
• Knowledge of, or the ability to learn, University policies and procedures.
• Ability to explain policies and procedures to staff and to the public.

Preferred Qualifications

• Knowledge of UNT systems and processes
• Customer service experience

Job Duties:

• Serve as records retention coordinator for Alumni Relations and the Alumni Association, ensuring records retention and disposal are done in compliance with university and association policies. Develop internal processes for departmental retention and disposal.
• Supervise student assistants; includes hiring, scheduling, and approving time. Maintain project tracker to coordinate tasks requests from staff and assign tasks and monitor for completion by deadline. Maintain and update student assistant handbook and training manual, stay up to date on University student employment policies and procedures, and ensure department compliance.
• Responsible for the daily operations of the Alumni Engagement office and Alumni Center; ensure organization of office and maintain operating standards, maintain office supplies and equipment, provide inventory control of Alumni equipment, manage offsite and onsite storage spaces, coordinate office meetings, schedule and maintain conference room and lobby, stay current on University policies and procedures that may impact administration and operations of Alumni facilities. Assist with other tasks and special projects as needed.
• Coordinate and maintain front desk operations, staffed by student assistants who serve as primary coverage for the front desk at the Alumni Center. Provide secondary coverage to the front desk at the Alumni Center, when students are not available, which includes greeting guests and answering questions. Serve as a main contact for the Alumni Association and handles all guest issues that can't be addressed by students. Log, prepare, and coordinate delivery of incoming deposits, handle incoming/outgoing mail and deliveries. Ensure timely responses to phone calls, voicemails and email to main alumni phone line and email box. Maintain FAQ manual for the front desk. Other tasks and projects as assigned.
• Provide administrative support for Alumni Engagement Office staff. Assist with preparing supplies and materials for special events as needed and periodically help staff some Alumni events.
• Monthly reconciliation of departmental Pcards, ensuring compliance with University and state purchasing processes, and provide guidance to staff on corrections and compliance matters. Assist with annual exception requests, monitor Pcard and Concur Teams channels for updates and communicate to staff as appropriate. Stay current on Pcard regulations and processes to ensure compliance, prepare and conduct staff training as needed and serve as the department's subject matter expert for Pcards.
• Coordinate purchasing for department, including entering requisitions and other purchasing related tasks the Alumni office and Alumni funded events. Ensure compliance with university and state purchasing processes and serve as a subject matter expert on purchasing related matters, contracts, and the Marketplace system. Communicate University policies and procedures to staff as necessary and serve as department's subject matter expert on purchasing to assist staff with questions or unique purchasing situations. Log purchases in budget tracking spreadsheet as appropriate, and monitor purchasing and epro Teams channels for updates and communicate to staff as appropriate.

Physical Requirements:

• Communicating with others to exchange information.
• Lifting and Moving objects up to 20 pounds.
• Sedentary work that primarily involves sitting/standing.
• Moving about to accomplish tasks or moving from one worksite to another.
• No adverse environmental conditions expected.

Environmental Hazards:

• No adverse environmental conditions expected.

Work Schedule:

Monday - Friday 8:00am - 5:00pm, Some evenings & weekends

Driving University Vehicle:

Yes

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.