Senior Administrative Coordinator - Special Events

Title: Senior Administrative Coordinator - Special Events

Employee Classification: Sr Administrative Coordinator

Campus: University of North Texas

Division: UNT-Office of the President

SubDivision-Department: UNT-Office of the President

Department: UNT-Office of the President-100000

Job Location: Denton

Salary: $48,000

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview:

Department Summary

The Special Events Office within UNT's Office of the President operates under the overarching goals of presenting the University's mission effectively to internal and external constituents, and is responsible for coordinating all presidential events in accordance with the president's vision. The Office of the President hosts and supports many large- and small-scale events throughout the year.

Position Overview

This position is responsible for providing executive, administrative and analytical support to the Presidents Office and Special Events team. This position coordinates activities and acts as a university wide liaison for the office, identifies issues or problems and researches solutions related to special events for the president. It requires consistent demonstration of superior customer service and operating with a high level of detail in the performance of assigned duties.

Minimum Qualifications

Bachelor's Degree and five years' 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 communication and interpersonal 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. Supervisory skills.

Preferred Qualifications

The preferred candidate will possess the following additional qualifications: Advanced experience with Excel and Outlook Experience with event planning processes Experience with university spending procedures and policies

Required License/Registration/Certifications

Job Duties:

• ADMINISTRATIVE SUPPORT: Handles correspondence and calendar maintenance, prepares meeting agendas and minutes, submits work orders, and provides general administrative support for the Director of Special Events. Greets visitors and provides professional hospitality for guests of the Office of the President/Special Events. Identifies issues or problems and researches solutions within specific areas. Meets deadlines and completes work thoroughly, accurately, and with minimal errors. Assists with or may be responsible for various special projects in support of the department.
• RECORDS AND DATA FOR EVENT PLANNING: Responsible for the collection of data and its analysis. Maintains detailed records of events including database records of contacts, RSVPs/responses, and attendance. Generates specialized reports for various events and manages master lists with utmost detail and accuracy. Provides accurate information in a timely, professional manner. Responsible for the collection of data and its analysis, the preparation of materials for events, and provides assistance with the completion of reports.
• COMMUNICATION: Writes reports, emails, letters, etc. using appropriate style, format, spelling and grammar; writes in a clear, concise manner. Clear and professional when communicating ideas orally. Exhibits listening skills and ensures the message is understood.
• EVENT MATERIALS AND SUPPLIES: Assists with the coordination of various communications from the Presidents Office including the creation, proofing and ordering of media, print, and online event promotion. Coordinates the procurement of and keeps records of promotional items. Organizes office and maintains accurate inventories related to event related supplies.
• EVENT SUPPORT: Assists with a variety of event logistics including room scheduling, procurement of necessary event supplies and materials, catering orders, the timely delivery of materials to stakeholders, and other event related assistance as needed.
• DAYOF EVENT MANAGEMENT: Attends and assists with logistics and event management during some events. Assists with evaluation and management of events and programs as needed.
• BUDGET SUPPORT: Assists with contracts, soliciting bids from vendors, billing and payments for events. Assists with the oversight of budgets, purchasing and travel related to presidential events and the Special Events team. Serves as an additional resource in all budget areas for the Presidents Office. Budget Officers backup.
• CUSTOMER SERVICE: Responsive to both internal and external customers. Solicits ideas and opinions from the team and works effectively in a group. Shares information and resources with others; gives timely responses to requests made by others; promotes teamwork. Ensures commitments to the team are met. Shows sensitivity to and concern for the interests and needs of others; works to reduce conflict and establishes smooth working relationships; negotiates with others. Is effective and friendly in communication with team members and customers, is positive and enthusiastic. Anticipates, takes ownership of and satisfies customer needs and concerns.
• REPRESENTS OFFICE OF THE PRESIDENT APPROPRIATELY: Uses positive techniques to motivate colleagues. Sets and achieves high standards with the team. Properly delegates tasks and projects. Provides appropriate feedback. Identifies problems and analyzes causes; takes or recommends actions after evaluating alternative solutions; follows up to ensure problems are corrected. Generates alternative solutions when solving problems. Keeps control of emotions and behavior, even when involved in high-pressure situations. Is familiar with and follows all applicable policies and procedures as set by the State of Texas, UNT System, UNT, Office of the President, and the Director.
• ATTENDANCE, PUNCTUALITY AND TIMELINESS: Arrives prepared to begin work at scheduled starting time. Completes tasks and assignments by scheduled time; allocates time to various tasks and assignments in accordance with priorities; manages time appropriately with little down time.

Work Schedule:

M-F 8:00 am - 5:00 pm; nights and weekends as event schedule dictates

Driving University Vehicle:

Yes

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.