Administrative Coordinator

About the role

The Department of Instrumental Studies in the College of Music at the University of North Texas invites applications for the position of Administrative Coordinator. This role is responsible for overseeing the department’s daily academic, administrative, and payroll operations. The Administrative Coordinator plays a vital role in supporting the Instrumental Studies Division Chair, area coordinators, faculty members, and teaching fellows/assistants. This position ensures efficient management of departmental processes, policies, and procedures while also facilitating new initiatives and supporting evolving operational needs.

Responsibilities

• Attend area meetings, create presentation materials, and take minutes as requested by the Division Chair.
• Create and edit presentation materials for salaried graduate student orientations and First Flight.
• Care for all external gig requests in collaboration with the front desk staff and maintain a student performer list.
• Maintain an accurate job manual and corresponding timeline of necessary tasks for the position of Administrative Coordinator for the Division of Instrumental Studies.
• Manage the Division of Instrumental Studies equipment checkout.
• Provide customer service for all students, faculty, and visitors to the Division of Instrumental Studies.
• Aid with budgets for Instrumental Studies.
• Maintain certification for cash handling, prepare, prepare deposits when necessary in collaboration with the business office.
• Track salaried graduate roles and the specific funding lines to assist the chair in award decision making.
• Process all payroll and onboarding tasks for student workers, salaried graduate students (Teaching Fellows, Teaching Assistants, and Research Assistants), and summer camp employees for the Division of Instrumental Studies.
• Support the Division of Instrumental Studies’ special events as requested by the chair.
• Manage all aspects of the percussion practice room key checkouts and make room assignments accessible to copy room staff.
• Work with Assistant Dean for Finance and Business in COM to place and track fines on student accounts for percussion keys not returned.
• Coordinate the annual UNT Asset Inventory following each spring semester.
• Support the Division of Instrumental Studies’ special events as requested by the chair.
• Assist in maintaining instrumental studies inventory lists and conduct annual UNT Asset Inventory.
• Participate in graduation ceremonies and College of Music orientation activities.
• Schedule juries: Update the scheduling portal in Waitwell in collaboration with the Enrollment Systems representative for the purpose of jury scheduling.
• Oversee all other jury-related administrative duties.
• Export from Qualtrics XM and distribute requested jury results from the jury submission form for music advising and division continuous improvement initiatives.
• Aid the Associate Chair of the Division of Instrumental Studies with tabulations for continuous improvement and jury data access as needed.

Qualifications

• 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.

Skills

• 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.

Benefits

For information regarding our Benefits, click here.