Administrative Assistant, Genomics Center for the Advancement of Agriculture: UTIA

University of Tennessee•Knoxville, TN

25d•Onsite

About The Position

The University of Tennessee Institute of Agriculture Genomics Center for the Advancement of Agriculture is seeking an Administrative Associate to join the leadership team and play a central role in expanding the impact of the Center across campus and outside communities. Working closely with, reporting to, and supervised by the Director, the Associate will be responsible in managing a diverse set of tasks aiming to fulfill the Center’s mission of providing genomics services, disseminating knowledge, and educating stakeholders. We are looking for someone who wants to contribute their skills and enthusiasm to grow the Center, is interested in understanding and executing the mission of the Center while expanding their own skills, and has the ability to fulfill multiple tasks within the organization.

Requirements

A high school diploma and two years of relevant experience, or an equivalent combination of education, training, and experience.
Excellent interpersonal skills and professionalism
Excellent written and verbal communication skills
Strong knowledge and proficiency with office software programs
Ability and willingness to learn new skills as necessary
Excellent organizational and time management skills with demonstrated ability to prioritize, multi-task and meet multiple deadlines
Demonstrated attention to detail
Ability to exercise good judgment, confidentiality, and discretion in the performance of all work assignments
Ability to develop and maintain positive working relationships with diverse audiences including administrators, faculty, staff, students, and stakeholders
Demonstrated ability to exercise initiative for problem solving
Must be self-motivated and pro-active
Have the ability to be flexible in adapting to changing conditions

Nice To Haves

Associates Degree or Bachelor’s Degree in business management, education, leadership, communications, marketing, biology, or related fields and one year of experience relevant to the position.
Software proficiencies, including Microsoft Office (Word, Outlook, Excel, PowerPoint, Teams), Adobe Creative Suite (Acrobat Pro, Photoshop, Illustrator, Publisher), WordPress, and Zoom

Responsibilities

Provide clerical support for Director and associated staff
Perform administrative and secretarial duties with wide latitude for exercising discretion and judgment, including identifying and resolving problems that would not require the Director’s direct involvement
Provides customer service support for the Center (greeting visitors, answering phones, responding to email inquiries, and equipment scheduling, etc).
Work with other team members to develop and reconcile budgets, manage vendor relationships, ordering, and supply management
Assists the Director with various committee activities as necessary (ex. organizes meetings for the Center including advisory board meetings)
Records, write and distributes meeting minutes
Perform Center administrative duties including management and maintenance records
Perform specialized duties according to program guidance, which may include compiling data, data analysis such as metrics regarding Center grants, faculty, students, publications and other productivity data, and document preparation
Works with time-sensitive and confidential materials
Develop and maintain Center listserv groups
Be well-versed in marketing platforms and coordinate with the Departments and UTIA Marketing and Communications unit
Develop and maintain Center website and other social media platforms
Creates, updates, and submits communication materials for review
Be able to translate scientific findings and concepts into marketable materials in collaboration with the faculty and students
Plans and organizes retreats, conferences, seminar series, and/or annual meetings
Uses judgment and independence to make changes to the schedules and matters of the Director and Center faculty and staff
Plan, execute, and close out meetings, seminars, workshops of various sizes
Coordinate meetings of the Center's internal and external advisory boards
Assist in management of grant applications (assemble materials (such as bio-sketches) and edit grants)
Coordinates travel plans and creates itineraries for Center faculty, staff and guests
Assist Center faculty completing Dossier, Enhanced Review, and Promotion & Tenure packets
Compose, process and track information, documents and materials necessary for staff position searches via OED and Taleo
Works closely with the Business Manager regarding funding changes and other related items
Coordinates on-boarding of new employees that are directly tied to the Genomics Center, including working with the Center for Global Engagement and preparing materials to request J1 and H1-B visas for visiting scholars