About Us - Values Overview:

Department Summary

The Study Abroad Office is responsible for coordinating the university’s study abroad and exchange programs. Study Abroad has a mandate to expand student participation and to integrate study abroad into the UNT curriculum. We aim to develop new opportunities to meet the unique needs of the UNT community and increase student access to global educational experiences.

Position Overview

The Senior Administrative Specialist manages the administrative operations and customer related services of the Study Abroad Office. The position serves as the office manager responsible for the daily operations of the public facing office and supervision of the student staff. They are responsible for overseeing aspects of the budget by monitoring and reporting on revenue and expenditures and reconciling this monthly. They initiate requisitions, payments, and staff travel requests. This position will also serve as the designated Passport Acceptance Facility Program Manager which oversees passport services and supervises the Passport Acceptance Agent.

Minimum Qualifications

Bachelor's Degree and three 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 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

The Preferred candidate will possess the following additional qualifications:

• Experience using relevant systems and software including EIS, Concur, Cognos, Terra Dotta, and Excel.
• Ability to work independently while contributing to an overall team effort.

A US Passport Acceptance Agent must meet the following qualifications:

• United States Citizen or Non-Citizen U.S. national (must provide evidence of U.S. citizenship or U.S. nationality)
• Unable to access birth or identity document printing, amending, or issuance functions, including performing these duties at a different organization.

Also, meet all the following:

• Presently not on parole or probation related to any Federal, State, or local convictions.
• Not presently under indictment for a Federal, State, or local felony, or a misdemeanor related to breach of trust or
  moral turpitude.
• Free of any Federal, State, or local felony convictions.
• Free of any Federal, State, or local misdemeanor convictions related to breach of trust or moral turpitude (i.e., embezzlement, document fraud, drug offense, or dishonesty carrying out a responsibility involving public trust).

Job Duties:

Office management

• Maintains the daily operations of the office by monitoring and assessing customer service and communication processes in person, by phone and online. Hires, trains, and supervises a team of student staff to support study abroad and passport services.
• Implements administrative projects, systems, and procedures. Pays vendors, maintains facilities and office supply budget, and oversees other expenses necessary to the day-to-day administrative operations. Serves as liaison with technical support staff for office equipment.

Passport Facility Management

• Serve as passport acceptance facility program manager and agent. Supervises the work of one non-student hourly and staff when serving as Passport Acceptance Agents. Reviews and records passport transmittal records, prepares mailing and delivers applications to USPS, and tracks delivery.

Fiscal Management & Tracking

• Maintains proper accounting and records for office equipment and supplies for the study abroad and passport offices. Ensures that department is operating within the budget parameters set annually. Finalizes and requests credit card reversals for program fee/confirmation fee, places charges on student's accounts, and maintains records. Controls, reviews, authorizes, and reconciles Pcard purchases for the office and reconciles in a timely manner meeting all internal deadlines. Monitors revenues from program fees and prepares transfers of funding commitments to operational accounts, colleges and departments. Monitors and reconciles Nelnet and Clover charges.

Scholarship Management

• Oversees internal scholarship processes. Coordinates review of scholarship applications and makes awards according to established criteria. Completes and submits all required financial forms according to the Student Financial Aid & Scholarships process for disbursing and reversing awards.

Event Administrative Support

• Manages and implements departmental events, including, but not limited to, OPT photo events and passport fairs. Provides administrative support for departmental events. This administrative support includes providing updated parking information to visitors, instructions to find the building for visitors, internet access codes, and preparation of rooms for events and visitors.

General Advisor Support

• Provides administrative support to staff which could include scheduling, record processing, student correspondence, event coordination including the purchase of any pre-approved materials and food (Pcard purchases), and any other support requests staff may have.

Work Schedule:

Monday - Friday, 8:00am - 5:00pm, occasional time outside of normal business hours may be required.

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.