Senior Administrative Specialist

Title: Senior Administrative Specialist

Employee Classification: Sr Administrative Specialist

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Education

Department: UNT-Counseling & Higher Education-132300

Job Location: Denton

Salary: $36,336.00/ year

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 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 Counseling Program offers masters' and doctoral degrees in counseling and undergraduate minor in counseling associate studies. The Council for Accreditation of Counseling and Related Education Programs (CARCRE) has conferred accreditation on the following tracks in the counseling program at UNT; clinical mental health counseling, school counseling, and the PhD in counseling

Position Overview
Administrative support for the Child and Family Resource Center (CFRC). This involves coordinating the management of all clinic procedures, working with student counseling interns schedule for evolution, clients sessions and handles all cash/deposit for the center. Liasson for handling client records and handling issues that are sensitive and confidential. Hire and supervise student assist and oversee all client and student schedules.

Minimum Qualifications
Bachelor's degree and one year 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 customer service 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
• Ability to maintain positive interactions with faculty, students, other UNT personnel, and clients.
• Initiative in responding to needs in the office as well as strong ability to communicate effectively orally and in writing.
• Previous university experience strongly preferred, or any combination of experience and training for educational records.

Job Duties
Provides support and coordinates procedures for the CFRC director, students, clients and faculty. Develop and maintain weekly computerized clinic schedule for coordinating clients with counseling practicum students, and room assignments for doctoral classroom. Interview callers desiring clinic services from practicum students. Record information on intake and schedule client with appropriate practicum student. Ensure appropriate security of all client files in accordance with American Counseling Association ethical guidelines, HIPPA confidentiality standards, departmental and university policy. Collect fees for 80 clients per week including; processing payments, making deposits and reconciling records of receipts for counseling services according to UNT Policy. Maintain accurate records of payments in client files and clinic budgeting records for revenue and expenditures of CFRC with COGNOS. Coordinate testing schedules with students in Counseling Internship and Speech and Hearing Clinic personnel and inform appropriate testing team. Send appropriate forms to parents of children being tested. Obtain necessary release forms signed by appropriate parties for release of information to and from CFRC. Provide administrative support for special projects or grants needed by students and clinic director. Generate grant reports for funding sources to aid in supporting clinic and director. Open and close CFRC each day, unlocking doors and locking doors, securing equipment and all client files every evening. Ensure coverage of front desk and telephone continuously during regular daytime hours. Provide new clients with orienting information such as availability of parking and CFRC policies and procedures. Acquire parking permits for community clients from university parking office. Work with vendor on recording/video equipment. Coordinate repair of audiovisual equipment as needed. Keep records of equipment damages and repairs; inform clinic director and CHE main office of repair costs. Assist with keeping the depreciation budget and inventory records.Interview, hire and maintain payroll for student workers assisting with clinic operations. Submit job postings, epars, aasign duties to student assistants, and approve biweekly timesheets in EIS. Assist GAs in maintaining schedules, work assignments and monitoring requirements of the clinic. Evaluate student asst. performance in collaboration with clinic director. Coordinate, process and follow purchase orders, work orders, Pcard transactions, IDOs, and ABAs for necessary clinic supplies. Monitor and maintain stock of all CFRC Assessment forms needed in the clinic. Maintain budgeting records for revenue and expenditures of clinic through the COGNOS system and review budget monthly with clinic director. Assist in maintaining budget for course/equipment fee.
Physical Requirements Communicating with others to exchange information.Moving self in various positions to perform tasks in tight and confined spaces.Lifting and Moving objects up to 50 pounds.
Environmental Hazards No adverse environmental conditions expected.
Work Schedule Monday-Thursday 8:30am-7:30pm Friday off
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.