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Title: Administrative Coordinator

Employee Classification: Administrative Coordinator

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Music

Department: UNT-Instrumental Studies-134320

Job Location: Denton

Salary: 41340

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

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.

Position Overview

To effectively assist the Instrumental Studies Division Chair, area coordinators, faculty members and teaching fellows/assistants with current and future procedures, policies and requests. Acts as the liaison between the Deans business office division faculty and chair.

Minimum 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.

Knowledge, Skills and Abilities

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.

Preferred 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. A background in Music is also ideal.

Required License/Registration/Certifications

Job Duties

• Administrative Support: 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. Coordinate 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. 
• Payroll/ Budget: Assist 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. Provide organizational support for the student coordinator overseeing the Rainbow/Froehlich Outreach performance program and process all student payments. 
• Faculty Support: Process all textbook orders for each semester and work with UNT Bookstore on questions and problems. Submit new Teaching Fellow and Faculty member data to FIS each semester to set up online access. Provide enrollment support for Early Music lessons as needed. Encourage grade and audit roll submission compliance in accordance with the registrar’s deadlines. Coordinate training for graduate assistants who track departmental and studio attendance. Generate evaluations at the end of each semester for faculty and graduate teaching fellows. 
• Registration: Process all Division of Instrumental Studies administrative changes and section changes. Format and distribute applied lesson rolls daily during the first two to three weeks of classes for faculty oversight and review. Troubleshoot registration difficulties for faculty and students. Prepare and distribute restriction codes each semester for the percussion area, secondary lessons in each area, Early Music, and other restricted classes. Make these codes available to appropriate students as the need arises. Update all instructors of record each semester and facilitate the creation of new sections as needed in collaboration with the Administrative Coordinator for Academic Schedules and the Senior Academic Associate Dean. Collect and distribute secondary lesson applications to the faculty and process approvals. Move chamber music students into sections by their faculty assigned groups. 
• Other Administrative Duties: 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. 
• Scheduling: 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. Assist the Associate Chair of the Division of Instrumental Studies with tabulations for continuous improvement and jury data access as needed 

Physical Requirements

Communicating with others to exchange information.
Moving about to accomplish tasks or moving from one worksite to another.
Moving self in various positions to perform tasks in tight and confined spaces.
Repeating motions that may include the wrists, hands and/or fingers.
Sedentary work that primarily involves sitting/standing.

Environmental Hazards

No adverse environmental conditions expected.

Work Schedule

Monday -Friday 8:00am to 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. 

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.