Administrative Specialist

Position Details

Title: Administrative Specialist

Employee Classification: Administrative Specialist

Campus: University of North Texas

Division: UNT-Univ Brand Strategy & Comm

Sub Division-Department: UNT-Univ Brand Strategy & Comm

Department: UNT-PDS - Printing & Distribution-181200

Job Location: Denton

Salary: Commensurate with experience

FTE: 1.000000

Retirement Eligibility: TRS Eligible

As the chief communications organization for the University of North Texas, the Division of University Brand Strategy and Communications (UBSC) collaborates with internal and external partners to:

• Advance and protect UNT’s institutional identity and reputation.
• Reinforce and grow UNT’s brand in graphics, images and words.
• Increase UNT’s visibility in public and in the higher education marketplace.
• Support UNT’s student recruitment, retention and graduation goals.
• Strengthen UNT’s relevance and value to key audiences, including alumni, donors, faculty and staff members, and encourage community engagement.

This position is responsible for routine administrative support in more varied areas that may include inventory, developing/creating correspondence and data collection. Position duties require more independent judgment and decision making has greater impact. Duties are standardized. Resolves routine questions where problems have occurred before and their solutions generally are familiar. Refers more complex issues to higher levels. This position will also be responsible for maintaining university branding standards and compliance.

Associate's degree and three years of moderately responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training.

Exceptional customer service skills. Intermediate 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 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.

• Prepares accurate estimates and work orders.
• Knowledge of commonly accepted professional standards in all areas.
• Understands and follows procedures for production in all areas within the department
• Ability to interpret and follow written and oral instructions.
• Knowledge of estimating procedures and software.
• Knowledge of capabilities of PDS in regards to production requirements.
• Knowledge of postal and university regulations and requirements for various mail types
• Organizes projects and sets priorities in order to carry out assigned tasks in a timely manner.
• Coordinates necessary production with all departmental staff to ensure timely delivery of finished product/process/files.
• Reviews completed job costing to create accurate billing information
• Processes orders to ensure accurate and timely deliveries. Assist in maintaining accurate inventory of departmental materials and supplies.
• Creates and maintains databases, files and reports;
  Monitors customer data files used for variable data printing and addressing, forwards and monitors proofs/data files from PDS to customer and from customer to PDS. Obtains and compiles information for creation of requisitions for purchase of supplies, paper and/or services.
• Policies and compliance, maintains good attendance and punctuality. Knowledge and compliance of university and departmental policies and procedures.
• Customer relations:
  Demonstrates a willingness to be a team player and assist in other areas of department when necessary. Maintain excellent professional relationship with both internal and external customers, vendors and suppliers. Communicates in a clear and professional…