Administrative Associate: Department of Microbiology - UTK

University of Tennessee•Knoxville, TN

2h•Onsite

About The Position

This role coordinates all aspects of undergraduate and graduate student support, serving as a key resource to the department and broader campus community. Responsibilities include responding to inquiries regarding academic programs, university policies, and available campus resources, while delivering high-quality customer service in a student-facing office environment. This position supports undergraduate and graduate academic operations and student engagement within the Department of Microbiology. Responsibilities include maintaining records of microbiology students and distributing departmental announcements and event information as needed. The role serves as the primary point of contact for Natural Sciences Advising and collaborates with the faculty coordinator on course scheduling and maintenance of the department timetable in Banner. Additional duties include supporting the Director of the Microbiology Undergraduate Club with planning and coordinating special events, assisting students with class registration, and managing undergraduate research fellowships. The position also coordinates the department’s annual faculty and student retreat. This position serves as the Graduate Student Administrative Coordinator for the Department of Microbiology, working in partnership with the Director of Graduate Studies to support all aspects of the graduate student lifecycle, including admissions, enrollment, and graduation. Responsibilities include coordinating the graduate admissions process from initial inquiry through matriculation, arranging and processing travel for prospective students, and providing administrative support to the Microbiology Graduate Admissions Committee. The role works closely with Graduate School Graduation Specialists and maintains departmental records related to student degree progression, fellowship tracking, and OPIc testing. Additional duties include assisting with student registration, award applications, Graduate School form submissions, and data collection for programmatic assessments. The position also collaborates with the department accountant on graduate student tuition and fee validation, and processes student travel expense reports.

Requirements

High school diploma or GED
2 years of administrative experience
Ability to use spreadsheets to maintain student academic progression records
Excellent written and verbal communication skills
Ability to plan and arrange events with attention to detail
Ability to work independently and make sound decisions based on department practices and university policy
Strong interpersonal skills
Ability to multi-task
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

Bachelor's degree preferred
Experience in higher education preferred
Experience with Banner and DASH
Knowledge of University policies and procedures

Responsibilities

Maintain records of microbiology students and distribute departmental announcements and event information.
Serve as the primary point of contact for Natural Sciences Advising.
Collaborate with the faculty coordinator on course scheduling and maintenance of the department timetable in Banner.
Support the Director of the Microbiology Undergraduate Club with planning and coordinating special events.
Assist students with class registration.
Manage undergraduate research fellowships.
Coordinate the department’s annual faculty and student retreat.
Coordinate the graduate admissions process from initial inquiry through matriculation.
Arrange and process travel for prospective students.
Provide administrative support to the Microbiology Graduate Admissions Committee.
Work closely with Graduate School Graduation Specialists.
Maintain departmental records related to student degree progression, fellowship tracking, and OPIc testing.
Assist with student registration, award applications, Graduate School form submissions, and data collection for programmatic assessments.
Collaborate with the department accountant on graduate student tuition and fee validation.
Process student travel expense reports.