Administrative Coordinator

Administrative Coordinator

Salary: Depends on qualifications, minimum $39,600.00.
FTE: 1.0

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.

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.

• 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.

• Experience working in higher education administration, finance, or operations
• Experience with student employment processing and payroll-related functions
• Experience with People Soft 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.

• 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.

Communicating with others to exchange information.

No adverse environmental conditions expected.