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Get Access To All JobsTitle: Senior Administrative Specialist
Employee Classification: Sr Administrative Specialist
Campus: University of North Texas
Division: UNT-Provoost
SubDivision-Department: UNT-University Library
Department: UNT-University Library-Gen-141000
Job Location: Denton
Salary: Depending on qualifications with a minimum of $36,336.00.
FTE: 1.000000
Retirement Eligibility: TRS Eligible
About Us - Values Overview
Welcome to the University of North Texas System. The UNT System includes the University of North Texas in Denton and Frisco, the University of North Texas at Dallas and UNT Dallas College of Law, and University of North Texas Health Fort Worth. We are the only university system based exclusively in the robust Dallas-Fort Worth region. We are growing with the North Texas region, employing more than 14,000 employees, educating a record 49,000+ students across our system, and awarding nearly 12,000 degrees each year.
We are one team comprised of individuals who are committed to excellence, curiosity and innovation. We are transforming lives and creating economic opportunity through education. We champion a people-first values-based culture where We Care about each other and those we serve. We believe that we are Better Together because we foster an environment of respect, belonging, and access for all. We demonstrate Courageous Integrity through setting exceptional standards and acting in the best interest of our communities. We are encouraged to Be Curious about opportunities for learning, creating, discovering, and innovating, and are encouraged to learn from failure. Show Your Fire by joining our team and exhibiting your passion and pride in your work as part of our UNT System team.
Learn more about the UNT System and how we live our values at www.UNTSystem.edu.
Department Summary
As the most widely used service on campus and a core component of education and research at UNT, the Libraries provide access to collections, facilities, comprehensive services, and expert staff who support students, faculty, and staff in achieving their academic and scholarly objectives. Through innovative programs and services, the Libraries play a critical role in enhancing teaching, learning, and research at UNT.
The University of North Texas Libraries supports the academic and research mission of the university by providing access to collections, services, and spaces that facilitate learning, discovery, and innovation. The administrative finance team oversees financial planning, budget management, and administrative processes (HR, purchasing and travel) to ensure responsible stewardship of university resources.
Position Overview
The Sr Administrative Specialist is responsible for assisting with core administrative functions that support the Libraries’ day-to-day operations, including centralized purchasing, student employee supervision, budget management, and travel processing.
Responsibilities of the Senior Administrative Specialist include:
- Purchasing all orders under $5K on either Pcard or Requisition as a part of a centralized library purchasing team for both online vendors and in store, purchases (e.g. Sam’s Club and Kroger)
- Managing student workers, which includes hiring, training, and supervising for all student tasks and special projects, and general office support functions
- Assisting with travel inquiries, purchases and reimbursements, and serving as backup for Coupa support
- Developing and presenting training materials over areas of administrative responsibility
- Processing data entry, running queries, compiling reports, and assisting with budget reconciliation
- Processing all administrative forms as required by purchasing and travel workflows including contract review requests
- Serving as backup receptionist support
- Participates in department projects and coordinates special projects as assigned
Minimum Qualifications
Bachelor's degree and one year 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 university purchasing and procurement procedures.
- Knowledge of university travel 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 work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
- Ability to conceptualize, plan and organize multiple programs and assignments effectively.
- Skill in developing and maintaining good working relationships.
- Knowledge of policies, practices, procedures and terminology of assigned function.
Preferred Qualifications
- Experience working in higher education administration, finance, or operations
- Experience with purchasing for a university
- Experience with Coupa and Jaggaer eProcurement
- 2 years of supervisory experience of student employees
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.
Required License/Registration/Certifications
Job Duties
Administration Management Completes ePARs to create records for student assistants or make changes to funding source, employee status, pay rate, etc. ePARs are completed in a timely, accurate fashion. Notifies student assistant supervisors when records are created in EIS. Supervisors receive timely notification. Perform data inquiries for recent hires, pay rate changes, and data changes to student ePARS. Run queries on student time per pay period to ensure timely approval and submission from student supervisors.
Administrative Office Responsibilities Share responsibility for the smooth day to day operations of the Administrative Office Greets patrons and helps maintain a high standard of customer service in the admin office. Answers phones in a timely manner. Assist with interviewing candidates for potential student employees to work in the Administrative Office and help select qualified applicants in cooperation with other office staff. Participates in interview process as needed. Provides feedback. Assist with supervising of Admin Office student employee. Monitor work flows and projects. Provide feedback and assistance as needed. Serves as an active member of the Libraries Admin Office Team participates in meetings, provides feedback, reviews workflows and processes. Attends meetings and provides suggestions to improve workflows. Helps with planning of food events as needed. Serves on committees and/or work groups, as elected or appointed by supervisor. Participates fully in committee assignments with collegiality.
Purchasing Management Oversees purchasing for the Libraries: Enters, reviews and processes purchases requests in the Libraries Purchases Dashboard. Processes are followed according to universities policies and workflow guidelines. Review process is done in a timely manner and follow up is made as needed. Communicates with library staff, vendors and purchasing departments to troubleshoot issues and ensure proper workflows are followed. Utilizes excellent communication skills and responds to inquiries in a timely manner. Arrange for shipment of express shipped items, including arranging to have items shipped to libraries that have been given to us or acquired for our collection. Processes are completed in a timely manner. Holds a pcard and acts as Libraries buyer. PCard responsibilities are fulfilled. Maintain records of Purchasing Card transactions (track items purchases and the expenses) back up reconciler for two other staff members. Participates in reconciler processes as needed and monitors records of purchasing card transactions each month.
Purchasing Management Enters requisitions in ePRO in EIS. Utilize Cognos to research budget questions as needed. Enters simple requisitions within 3 days. Contacts vendors and requestors as needed and within a timely manner when issues arise. Solicit bids and submit purchase requests using UNT and State of Texas purchasing procedures and regulations. Follows UNT and State of Texas purchasing policies procedures and regulations. Assist with requisition workflow, monitor purchase status, and follow up with requestors and vendors as needed. Receive merchandise and approve invoices for payment. Delivers merchandise within 3 days, and approves invoices in a timely manner. Follows UNT and State of Texas purchasing policies procedures and regulations.
Special Assignments: Participates in department projects. Completes tasks according to assigned guidelines and deadlines. Serves as back up in office areas. Answers questions when other office managers are out of the office. Special projects for Dean as assigned. Completes projects according to guidelines and deadlines.
Physical Requirements
- Communicating with others to exchange information.
- Lifting and Moving objects up to 20 pounds.
- Repeating motions that may include the wrists, hands and/or fingers.
Environmental Hazards
No adverse environmental conditions expected.
Work Schedule
Monday-Friday 8:00am-5:00pm
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. Applicants must submit a resume, a cover letter and a list of three professional references with their online application.
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, 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. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration 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 a related investigation or proceeding.
Title: Senior Administrative Specialist
Employee Classification: Sr Administrative Specialist
Campus: University of North Texas
Division: UNT-Provoost
SubDivision-Department: UNT-University Library
Department: UNT-University Library-Gen-141000
Job Location: Denton
Salary: Depending on qualifications with a minimum of $36,336.00.
FTE: 1.000000
Retirement Eligibility: TRS Eligible
About Us - Values Overview
Welcome to the University of North Texas System. The UNT System includes the University of North Texas in Denton and Frisco, the University of North Texas at Dallas and UNT Dallas College of Law, and University of North Texas Health Fort Worth. We are the only university system based exclusively in the robust Dallas-Fort Worth region. We are growing with the North Texas region, employing more than 14,000 employees, educating a record 49,000+ students across our system, and awarding nearly 12,000 degrees each year.
We are one team comprised of individuals who are committed to excellence, curiosity and innovation. We are transforming lives and creating economic opportunity through education. We champion a people-first values-based culture where We Care about each other and those we serve. We believe that we are Better Together because we foster an environment of respect, belonging, and access for all. We demonstrate Courageous Integrity through setting exceptional standards and acting in the best interest of our communities. We are encouraged to Be Curious about opportunities for learning, creating, discovering, and innovating, and are encouraged to learn from failure. Show Your Fire by joining our team and exhibiting your passion and pride in your work as part of our UNT System team.
Learn more about the UNT System and how we live our values at www.UNTSystem.edu.
Department Summary
As the most widely used service on campus and a core component of education and research at UNT, the Libraries provide access to collections, facilities, comprehensive services, and expert staff who support students, faculty, and staff in achieving their academic and scholarly objectives. Through innovative programs and services, the Libraries play a critical role in enhancing teaching, learning, and research at UNT.
The University of North Texas Libraries supports the academic and research mission of the university by providing access to collections, services, and spaces that facilitate learning, discovery, and innovation. The administrative finance team oversees financial planning, budget management, and administrative processes (HR, purchasing and travel) to ensure responsible stewardship of university resources.
Position Overview
The Sr Administrative Specialist is responsible for assisting with core administrative functions that support the Libraries’ day-to-day operations, including centralized purchasing, student employee supervision, budget management, and travel processing.
Responsibilities of the Senior Administrative Specialist include:
- Purchasing all orders under $5K on either Pcard or Requisition as a part of a centralized library purchasing team for both online vendors and in store, purchases (e.g. Sam’s Club and Kroger)
- Managing student workers, which includes hiring, training, and supervising for all student tasks and special projects, and general office support functions
- Assisting with travel inquiries, purchases and reimbursements, and serving as backup for Coupa support
- Developing and presenting training materials over areas of administrative responsibility
- Processing data entry, running queries, compiling reports, and assisting with budget reconciliation
- Processing all administrative forms as required by purchasing and travel workflows including contract review requests
- Serving as backup receptionist support
- Participates in department projects and coordinates special projects as assigned
Minimum Qualifications
Bachelor's degree and one year 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 university purchasing and procurement procedures.
- Knowledge of university travel 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 work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
- Ability to conceptualize, plan and organize multiple programs and assignments effectively.
- Skill in developing and maintaining good working relationships.
- Knowledge of policies, practices, procedures and terminology of assigned function.
Preferred Qualifications
- Experience working in higher education administration, finance, or operations
- Experience with purchasing for a university
- Experience with Coupa and Jaggaer eProcurement
- 2 years of supervisory experience of student employees
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.
Required License/Registration/Certifications
Job Duties
Administration Management Completes ePARs to create records for student assistants or make changes to funding source, employee status, pay rate, etc. ePARs are completed in a timely, accurate fashion. Notifies student assistant supervisors when records are created in EIS. Supervisors receive timely notification. Perform data inquiries for recent hires, pay rate changes, and data changes to student ePARS. Run queries on student time per pay period to ensure timely approval and submission from student supervisors.
Administrative Office Responsibilities Share responsibility for the smooth day to day operations of the Administrative Office Greets patrons and helps maintain a high standard of customer service in the admin office. Answers phones in a timely manner. Assist with interviewing candidates for potential student employees to work in the Administrative Office and help select qualified applicants in cooperation with other office staff. Participates in interview process as needed. Provides feedback. Assist with supervising of Admin Office student employee. Monitor work flows and projects. Provide feedback and assistance as needed. Serves as an active member of the Libraries Admin Office Team participates in meetings, provides feedback, reviews workflows and processes. Attends meetings and provides suggestions to improve workflows. Helps with planning of food events as needed. Serves on committees and/or work groups, as elected or appointed by supervisor. Participates fully in committee assignments with collegiality.
Purchasing Management Oversees purchasing for the Libraries: Enters, reviews and processes purchases requests in the Libraries Purchases Dashboard. Processes are followed according to universities policies and workflow guidelines. Review process is done in a timely manner and follow up is made as needed. Communicates with library staff, vendors and purchasing departments to troubleshoot issues and ensure proper workflows are followed. Utilizes excellent communication skills and responds to inquiries in a timely manner. Arrange for shipment of express shipped items, including arranging to have items shipped to libraries that have been given to us or acquired for our collection. Processes are completed in a timely manner. Holds a pcard and acts as Libraries buyer. PCard responsibilities are fulfilled. Maintain records of Purchasing Card transactions (track items purchases and the expenses) back up reconciler for two other staff members. Participates in reconciler processes as needed and monitors records of purchasing card transactions each month.
Purchasing Management Enters requisitions in ePRO in EIS. Utilize Cognos to research budget questions as needed. Enters simple requisitions within 3 days. Contacts vendors and requestors as needed and within a timely manner when issues arise. Solicit bids and submit purchase requests using UNT and State of Texas purchasing procedures and regulations. Follows UNT and State of Texas purchasing policies procedures and regulations. Assist with requisition workflow, monitor purchase status, and follow up with requestors and vendors as needed. Receive merchandise and approve invoices for payment. Delivers merchandise within 3 days, and approves invoices in a timely manner. Follows UNT and State of Texas purchasing policies procedures and regulations.
Special Assignments: Participates in department projects. Completes tasks according to assigned guidelines and deadlines. Serves as back up in office areas. Answers questions when other office managers are out of the office. Special projects for Dean as assigned. Completes projects according to guidelines and deadlines.
Physical Requirements
- Communicating with others to exchange information.
- Lifting and Moving objects up to 20 pounds.
- Repeating motions that may include the wrists, hands and/or fingers.
Environmental Hazards
No adverse environmental conditions expected.
Work Schedule
Monday-Friday 8:00am-5:00pm
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. Applicants must submit a resume, a cover letter and a list of three professional references with their online application.
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, 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. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration 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 a related investigation or proceeding.
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Get Access To All JobsTips for Finding University of North Texas Green Card Jobs
Target faculty and research roles first
University of North Texas most consistently sponsors Green Cards for tenure-track faculty and research scientists. These roles align with EB-1 and EB-2 pathways and receive institutional support through UNT's international faculty hiring pipeline.
Understand how the PERM process works in higher education
Universities typically file PERM labor certifications for EB-2 and EB-3 Green Cards. UNT's HR and international services offices manage this process, so expect a structured internal workflow rather than ad hoc sponsorship decisions.
Engage the international faculty support office early
UNT has dedicated staff who coordinate immigration sponsorship for international hires. Reaching out to them after receiving an offer can clarify what Green Card support looks like and how soon the process can begin.
Use Migrate Mate to verify sponsorship history before applying
Not every UNT posting leads to Green Card sponsorship. Migrate Mate surfaces verified sponsors so you can filter by real sponsorship history and focus your applications on departments with a track record of following through.
Highlight publications and specialized credentials in your application
UNT Green Card petitions for faculty often rely on demonstrating unique qualifications. Strong publication records, grants, and specialized academic credentials strengthen both the job offer and the underlying Green Card petition.
Ask about sponsorship scope during the offer negotiation stage
Some UNT departments cover full legal fees for Green Card filings; others offer partial support. Clarifying the scope of sponsorship before you accept an offer prevents misunderstandings about costs and timelines down the line.
University of North Texas Green Card Visa Sponsorship: Frequently Asked Questions
Does University of North Texas sponsor Green Card visas?
Yes, University of North Texas sponsors Green Card visas for qualifying employees. Sponsorship is most common for faculty, researchers, and specialized professional staff where the role meets the requirements for EB-1, EB-2, or EB-3 classification. Support is handled through UNT's human resources and international services departments on a case-by-case basis.
Which roles and departments at University of North Texas typically receive Green Card sponsorship?
Tenure-track and tenured faculty positions across academic colleges are the most common recipients of Green Card sponsorship at UNT. Research scientists, postdoctoral researchers, and certain administrative specialists with highly specialized credentials may also qualify. Roles in areas like computer science, engineering, business, and health sciences tend to see the most sponsorship activity.
How do I navigate the Green Card application process at University of North Texas?
After receiving a job offer, UNT's international services office works with the sponsoring department and outside immigration counsel to determine the appropriate Green Card category. For most faculty hires, the process begins with a PERM labor certification filing, followed by an I-140 immigrant petition. Your involvement is limited early on, but you will need to provide documentation and eventually file for adjustment of status or consular processing.
How long does the Green Card process take at University of North Texas?
Timelines vary significantly depending on your country of birth and the Green Card category. The PERM and I-140 stages at UNT typically take one to two years. If you were born in a high-demand country like India or China, the wait for an available visa number can extend the total timeline considerably. Discussing your specific situation with UNT's immigration counsel early is the most reliable way to set realistic expectations.
How do I find Green Card jobs at University of North Texas?
Start by searching UNT's official careers portal for open positions and reviewing job descriptions for any mention of visa sponsorship. For a more targeted search, Migrate Mate lists verified Green Card sponsors and lets you filter by employer and visa type, making it easier to identify UNT roles that have a documented sponsorship history before you invest time in an application.
What is the prevailing wage for Green Card sponsorship at University of North Texas?
Employers sponsoring a Green Card through the PERM labor certification process must pay at least the prevailing wage for the role. The Department of Labor determines this rate based on the specific job title, location, and experience level. The prevailing wage is locked in during the PERM filing and applies through the entire Green Card process. You can look up current rates using the DOL's OFLC Wage Search tool.