Title: Office Support Associate
Employee Classification: Office Support Associate
Campus: University of North Texas
Division: UNT-Provost
SubDivision-Department: UNT-College of Lib Arts & Soc Sci
Department: UNT-CLASS-Dean's Off-Gen-120100
Job Location: Denton
Salary: $28k+; commensurate with experience.
FTE: 1.000000
Retirement Eligibility: TRS Eligible
About Us - Values Overview:
Welcome to the University of North Texas System. The UNT System includes the University of North Texas in Denton and Frisco, the University of North Texas at Dallas and UNT Dallas College of Law, and the University of North Texas Health Science Center at Fort Worth. We are the only university system based exclusively in the robust Dallas-Fort Worth region. We are growing with the North Texas region, employing more than 14,000 employees, educating a record 49,000+ students across our system, and awarding nearly 12,000 degrees each year.
We are one team comprised of individuals who are committed to excellence, curiosity and innovation. We are transforming lives and creating economic opportunity through education. We champion a people-first values-based culture where We Care about each other and those we serve. We believe that we are Better Together because we foster an inclusive environment of respect, belonging, and access for all. We demonstrate Courageous Integrity through setting exceptional standards and acting in the best interest of our communities. We are encouraged to Be Curious about opportunities for learning, creating, discovering, and innovating, and are encouraged to learn from failure. Show Your Fire by joining our team and exhibiting your passion and pride in your work as part of our UNT System team.
Learn more about the UNT System and how we live our values at www.UNTSystem.edu.
Department Summary
The College of Liberal Arts and Social Sciences (CLASS) is the largest academic unit on the UNT main campus in Denton. We provide much of the core curriculum for undergraduates and offer bachelors, master's and doctoral degrees. The CLASS Executive Dean’s Office works to assist all academic departments in CLASS to support the teaching, learning, and research efforts of each unit.
Position Overview
This position is responsible for providing customer service to visitors by serving at the receptionist's desk in the Office of the Executive Dean of the College of Liberal Arts and Social Sciences. Performs routine tasks such as preparing travel documents and purchase requisitions, distributing mail, answering phones and other duties as assigned.
Minimum Qualifications
High school diploma 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
- Advanced customer service skills.
- Knowledge of Microsoft Office.
- 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
Extensive experience with Microsoft Office Suite, specifically Excel, Word, Outlook, TEAMS (or Zoom). Previous experience with Concur or other travel management systems a plus.
Required License/Registration/Certifications
N/A
Job Duties:
- Serves as the main procurement point of contact for all supply acquisitions within the CLASS Deans Office Suite. This includes attending required trainings and gaining access to the UNT System Marketplace and any other applicable procurement platforms for ordering office supplies (and other such materials) as needed by office staff.
- Will attend Pcard training to acquire and maintain a UNT purchasing card for office use. Compiles appropriate receipts from purchases to add to monthly Pcard report. Must follow all UNT Pcard guidelines and policies including the requesting of purchase exceptions when appropriate.
- Open office by 8:00 a.m. and maintain front desk for CLASS Executive Deans Office, which includes greeting visitors, sorting mail, answering phones, checking voice mail and conveying messages, preparing requisitions, updating logbooks, keeping lobby area tidy, etc.
- Ensures office is ready to be secured at 5:00 p.m. each day by checking with staff and with anyone using the conference room; lock individual offices as well as the outside doors.
- Receives, opens and routes incoming mail; uses available lists to route mail to proper individuals for signature. Maintains departmental labels for staff to use. Keeps supply of intercampus envelopes on hand and proper supplies in the front desk. Keeps lists for front desk pickups of Faculty Letters, philanthropy cords, Dean's list medals, etc.
- Receives cash/checks in accordance with university cash handling procedures and Office procedures. Updates cash log and prints receipts. Receives annual training per policy. Coordinates with Development staff or with Associate Dean for Fiscal and Human Resources as needed. Assists Development personnel with donor Thank You cards for departments. Maintains CLASS SWAG inventory sheet and reorders as needed. Dispersal of CLASS SWAG to departments as needed.
- Working with the GAB Building Representative, reports problems to appropriate offices such as Facilities or Custodial Services or reports safety issues to Risk Management. Assists with slides for GAB info screens/TVs. Turns GAB TVs on in the morning and off before leaving for the day.
- Maintains/updates the Master Key Log and ensures that only authorized personnel use certain keys (such as vehicle key). Maintains log of lost and found items that are delivered to the Executive Deans Office and transfers items to the University lost and found as appropriate. Manages CLASS golf cart reservation binder and Outlook calendar. Checks golf cart on weekly basis.
- Keeps laptops updated and logs laptop checkouts for Dean's Office. Assists with the annual equipment/asset inventory for the Executive Deans Office.
- Reserves meeting spaces, parking passes, and helps with setup for the CLASS Advisory Board meetings and takes meeting minutes. Assists CLASS Event Specialist with CLASS event planning and setup as needed. Assists other staff in the office with tasks or projects as time allows.
- In association with the Travel Specialist in the Executive Deans Office, provides travel support to assigned groups. Creates Requests in Concur. Helps travelers understand University procedures. Confirms budget allowances with CLASS departments and chart strings for travel expense reimbursem*nts as needed. Updates spreadsheet to track in process and completed travel as needed by Travel Specialist.
- Communicates with individual travelers by email, Teams, or phone as needed. Assists Travel Specialist with additional services such as researching airfare options, hotels, per diem amounts, etc., and keeping the traveler informed about items needed and deadlines.
- Utilizing Concur, or Dynamic Forms for nonemployee travel, obtain Concur Delegate access for travelers. Assist the Travel Specialist with obtaining delegate access for travelers.
- Follow up with travelers for receipts and approvals as needed.
Work Schedule:
7:45am to 4:45pm; Mon-Fri
Driving University Vehicle:
No
Security Sensitive:
This is a Security Sensitive Position.
Special Instructions:
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) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, genetic information, or veteran status in its application and admission processes, educational programs and activities, facilities and employment practices. The University of North Texas System immediately investigates complaints of discrimination 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.
