Administrative Associate: Haslam College of Business - UTK

University of Tennessee•Knoxville, TN

1d•Onsite

About The Position

Under leadership of Department Head (DH) and Assistant Department Head (ADH), this role functions as a vital member of the department's administrative team, providing broad, general support for effective operations. This role ensures successful execution of administrative tasks, coordinates ongoing department operations, and ensures adherence to all university and department policies and procedures. This role performs a wide range of administrative functions in the areas of office support, event and logistical support, HR support, and financial support. The position is also cross-trained to back up other staff as needed. Responsiveness to all department internal and external stakeholders (faculty/staff/adjuncts, students, FIO, HCB Dean's Office, Development, UTK HR/Payroll, vendors, etc.) is key. This role participates in all HCB training and professional development, including but not limited to regular trainings/seminars by FIO and TIS.

Requirements

Education: High school diploma required
Experience: Minimum of 2 years of relevant, progressively responsible experience in professional office setting, or an equivalent combination of education, training, and experience.
Knowledge, Skills, Abilities: Knowledge of administrative and financial policies and procedures
Strong attention to detail
Basic to intermediate computer skills including ability to quickly learn new software systems
Ability to work independently under general supervision
Knowledge of Excel, Word, and other Microsoft based products
Excellent written and verbal interpersonal and communication skills
Ability to work effectively with a wide range of constituents internal and external to university
Ability to gather data, compile information, and prepare reports accurately
Ability to compare information to recognize/resolve discrepancies
Ability to use tact and discretion when dealing with a variety of issues
Ability to prioritize competing responsibilities and assignments
Ability to protect and maintain confidential information
Ability to plan and coordinate events

Nice To Haves

Education: Associate’s or Bachelor’s degree preferred in Business, HR, Accounting, or related field
Experience: Minimum of 2 years of relevant, progressively responsible experience in professional office setting, including some in higher education environment.
Knowledge, Skills, Abilities: Experience in higher education environment
Beginner to intermediate Excel skills
Beginner SharePoint skills
Beginner to intermediate experience using Microsoft productivity software

Responsibilities

GENERAL ADMINISTRATIVE SUPPORT: Serves as primary provider of front-line customer service, greeting visitors, answering phones, and responding to a wide variety of email inquiries
Researches and resolves issues, with general guidance and oversight from department leadership and/or Financial Information Office (FIO)
Maintains office supply inventory
Manages calendars and coordination with other staff as appropriate
Informs department leadership of potentially controversial matters or other key issues, using discretion and maintaining confidentiality
Prepares correspondence, documents, reports, or other materials for leadership and stakeholders
Provides work direction to department student assistants
LOGISTICAL SUPPORT: Schedules and organizes department meetings and events, adhering to all relevant fiscal policies
Provides logistical support/coordination for effective planning and execution of meetings and events
Interacts with supply vendors and serves as point of contact for department space, equipment, or facility issues
Assists with department technology and AV needs, determining when to coordinate with TIS/OIT
Coordinates and books domestic travel plans for department faculty and staff
Provides back-up support for booking international or complex travel plans
Manages use of and reporting for university dining cards, when applicable
HUMAN RESOURCES SUPPORT: Coordinates with department leadership, department office manager, and FIO on all aspects of faculty and staff searches, including but not limited to campus system initiations, required documentation, support of search committee, coordination of interviews or related hiring events, and finalizing hiring documentation
Supports search committees with necessary documentation, system access, timely processing of search steps, and coordination of associated activities
Provide back-up support to coordinate onboarding process of new hires, including but not limited to required documentation, facilities access, key requests, systems access, equipment, parking, etc.
Manages department office keys and security accesses, including new hires, current employees, and terminations
FINANCIAL SUPPORT: Assists with tracking of department expenditures, including but not limited to base funds, restricted funds, scholarships, and faculty spending accounts; assists with creating and maintaining status reports
Provides verification and/or processing support for financial transactions, including but not limited to invoices, travel, payroll, procurement card reconciliations, scholarship authorizations, and petty cash reimbursements
Supports and coordinates processing of department travel requests and expense reports
Assists with payroll reconciliation and reporting per policy, including payroll check registers
Coordinates registration and/or updates to university vendor system for procurement
Coordinates department procurement, adhering to all relevant fiscal policies, including but not limited to general office supplies, equipment, furniture, and other special orders; Conduct research to escalate procurement issues
CONTINUING EDUCATION/TRAINING/PROFESSIONAL DEVELOPMENT: Must participate in all HCB training and professional development, including but not limited to regular trainings/seminars by FIO and TIS. Complete all required UTK training modules via K@TE and other delivery platforms. Proactively seek and actively participate in professional development/educational/training opportunities, with approval from DH/ADH. Resources may included LinkedIn Learning, K@TE, UTK Learning and Organizational Development, or external professional organizations.