Administrative Coordinator

Title: Administrative Coordinator

Employee Classification: Administrative Coordinator

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-University Library

Department: UNT-University Library-Gen-141000

Job Location: Denton

Salary: Depending on qualifications with a minimum of $39,600.00.

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

As the most widely used service on campus and a core component of education and research at UNT, the Libraries provide access to collections, facilities, comprehensive services, and expert staff who support students, faculty, and staff in achieving their academic and scholarly objectives. Through innovative programs and services, the Libraries play a critical role in enhancing teaching, learning, and research at UNT.

The University of North Texas Libraries supports the academic and research mission of the university by providing access to collections, services, and spaces that facilitate learning, discovery, and innovation. The administrative finance team oversees financial planning, budget management, and administrative processes ( HR, purchasing and travel) to ensure responsible stewardship of university resources.

Position Overview

The Administrative Coordinator provides operational and administrative support for the UNT Libraries Administrative Office, including purchasing, personnel administration, travel coordination, reconciliation, and day-to-day business operations. This position supports administrative processes, maintains records, assists with financial and personnel transactions, coordinates travel logistics, and provides customer service to library departments and staff.

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.
* 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

• Experience working in higher education administration, finance, or operations
• Experience with student employment processing and payroll-related functions
• Experience with PeopleSoft or enterprise financial systems

We want to emphasize that the preferred qualifications are not required and that we are committed to helping our future colleague develop these preferred skills.

Required License/Registration/Certifications

Job Duties

• Student Employment Coordination Coordinate student employment operations for the Libraries, supporting approximately 260 student employees and 80 student supervisors annually. Manage the full student employment lifecycle, including job postings , hiring coordination, offer letter processing, I-9 completion tracking, onboarding, and training support. Process employment-related payroll including hiring, funding source updates, supervisor changes, pay raises and separation actions. Review and monitor student timesheets and labor records to ensure accuracy, compliance, and timely payroll processing. 
• Financial and Budget Support Process checks deposits Assist with budget reconciliation activities to help ensure expenditures align with approved funding and departmental needs. Provide backup support for ABA, IDT, and cost transfer processing as needed. Run queries, maintain spreadsheets , and prepare operational and financial reports to support departmental needs. 
• Procurement and Inventory Support Coordinate supply ordering and help maintain inventory records and controls for departmental operations. Assist with PCard reconciliation and purchasing coordination to support accurate and timely procurement activities. 
• Administrative Coordination Develop and maintain the Libraries' year-end deadline calendar by consolidating key dates from Finance, Payroll, Purchasing, and the Controller's Office, while coordinating internal deadlines with the Finance and Administrative Team. Maintain a comprehensive internal Finance and Administrative Services calendar to ensure timely completion of financial, payroll, purchasing, and administrative activities. And other duties as assigned. 
• Records Management and Compliance Perform Records Management Representative duties and maintain records retention compliance in accordance with university policies and procedures. 
• Travel Coordination (Backup) Provide backup support for travel coordination, including conference registrations, parking validations, and resolution of routine travel-related issues. 

Physical Requirements

Communicating with others to exchange information.

Environmental Hazards

No adverse environmental conditions expected.

Work Schedule

Monday – Friday, 8:00 a.m. – 5:00 p.m.

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. Applicants must submit a resume, a cover letter and a list of three professional references with their online application.

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, 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. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration 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 a related investigation or proceeding.