Administrative Associate: Department of Biochemistry & Cellular and Molecular Biology - UTK

University of Tennessee•Knoxville, TN

1d•$38,000 - $43,000•Onsite

About The Position

The Office of Biochemistry & Cellular and Molecular Biology is seeking an Administrative Specialist. Responsible for academic, human resource, and travel activities for graduate and undergraduate programs. This position is responsible for H1 Visa applications and processing, reconciliation of travel and p-card, submit petty cash reimbursements, and process invoices. Responsible for requesting key and building access, assists with setting up meetings, ordering food and yearly space inventory.

Requirements

High School Diploma or some college and specialized education plus 3-4 years office experience.
Experience in processing human resource and payroll transactions
Strong customer service skills, attention to detail and time management
Excellent interpersonal, communication and writing skills
Experience in managing travel
Skilled in Microsoft Office
Ability to multi-task
Ability to work well with others
Ability to learn new skills and software, as needed

Nice To Haves

Associate’s degree with 1-2 years office experience.
Knowledge of DASH, Interfolio, Banner & Argos
Knowledge of departmental expense and research accounts

Responsibilities

Academic: Graduate Admissions Create applicant information spreadsheets.
Collaborate with the Graduate Admissions Coordinator in ensuring all details have been received related to admissions.
Responsible for registering all International GTA's for the OPIc Test.
Enroll students in classes with permission holds.
Log all annual committee reports and provide to the Graduate Affairs Director a list of students that are delinquent on submitting committee meeting.
Collaborate with the Business Manager in creating yearly renewal letters for graduate students.
Create spreadsheet for Graduate Insurance to submit to the Student Health Center.
Undergraduate Process all Drop/Add slips (remove any holds, add or remove students from the class) ensuring that this is done according to the Drop/Add time-frame.
Process Honors by Contract Application and completion forms for BCMB & Chancellor's Honors Program, obtain approvals and submit to Chancellor's Honors Program.
Assist students with submission of course petitions.
Work with the department head on information for entry into Banner for all BCMB classes by adding new classes, deleting courses, entering course instructors, verifying there are no time conflicts, listing courses that have multiple sections.
Provide enrollment reports for all courses to the department head and monitor wait-lists for all courses.
Financial Enter petty cash reimbursements into DASH, ensuring proper accounting.
Initiate the process for invoices before going to FSS verifying correct accounting.
Reconcile travel & procurement cards, ensuring cards are properly reconciled with the correct accounting.
Travel Responsible for processing travel for all undergraduate and graduate students.
Log all travel requests on a spreadsheet to ensure that all travel is properly tracked.
Assist undergraduate and graduate students with purchasing airline tickets, making hotel reservations and paying conference registration fees.
Provide flight and hotel information to the students as well as the per diem rate.
Provide guidance on UT car rental, if needed.
Responsible for uploading receipts from the traveler as they are received.
Responsible for processing travel for reimbursement once trip is complete. This includes meeting with the traveler to ensure that all receipts have been obtained and that they are in compliance with policy as well as verifying that the correct per diem has been submitted and ensuring proper distribution on accounts.
Ensure all travel is finalized within the 30-day travel fiscal policy deadline to include monthly travel card statement.
Human Resources Process graduate and undergraduate hires that includes the E-verify process and ensuring that the student has completed each step.
Process graduate and undergraduate assignment changes based on the information provided by the business manager.
Enter contingent worker information to create net ids and person numbers.
Provide updates on E-verifications for international staff to HR.
Visa Applications: H1B Visa Organize the submissions of application packets by preparing the H1B request, Actual Wage Compensation Form, exporting control attestation form, submitting the requests to Center of Global Engagement (CGE) and submitting the application in iVols.
Create the Departure Notification Form in iVols for H1B personnel departures.
J1 Visa Organize the submission of application by preparing the request form, obtaining approvals and submitting to CGE.
Provide support to faculty members regarding university procedures for maintaining permanent residency.
General Office Responsibilities Greet personnel and assist them as needed, answer phone.
Assist with copying exams.
Requesting key and building access.
Create Flyers for graduate events.
Setup seminars and order food for departmental functions as needed.
Delegate work to student worker(s).
Assist business manager with yearly space inventory