Administrative Associate, Department of Engineering Management and Technology, College of Engineering and Computer Science - UT Chattanooga

University of Tennessee•Chattanooga, TN

3d•Onsite

About The Position

The Administrative Associate is a key member of the Engineering Management & Technology Department, providing comprehensive administrative, budgetary, accounting, payroll, purchasing, and human resources support for departmental operations. This position serves as a central resource for faculty, staff, students, and external partners while supporting academic programs, accreditation activities, hiring processes, and student services.

Requirements

Minimum High school diploma or GED
2 years of office-related administrative experience
Knowledge of accounting, budgeting, payroll, purchasing, and business operations practices
Knowledge of university administrative systems and software applications
Ability to interpret and apply university policies, procedures, and regulations
Skill in organizing, prioritizing, and managing multiple projects simultaneously
Ability to work independently while exercising sound judgment and discretion
Skill in preparing reports, maintaining records, and analyzing information with a high degree of accuracy
Excellent verbal and written communication skills
Ability to work effectively with faculty, staff, students, and external stakeholders
Ability to train, assist, and provide guidance to others on policies and administrative processes
Strong customer service and problem-solving skills
Ability to maintain confidentiality and handle sensitive information appropriately

Nice To Haves

Associate’s degree
2 years of budget/accounting experience in an academic or governmental setting

Responsibilities

Maintains and reconciles departmental budgets and financial records.
Processes payroll transactions, funding changes, summer school payroll, adjunct payments, and effort certifications.
Coordinates purchasing activities, vendor payments, procurement card reconciliation, reimbursements, and invoice processing.
Administers travel arrangements and expense reporting for faculty, staff, students, and candidates.
Supports grant and contract administration, expenditure tracking, reporting, and closeout activities.
Assists with audits, compliance activities, and implementation of fiscal policies and procedures.
Maintains knowledge of university financial systems, purchasing requirements, and contract management processes.
Serves as a primary point of contact for faculty, staff, students, visitors, and community partners.
Coordinates departmental communications, meetings, schedules, and office operations.
Maintains departmental records, personnel files, and administrative documentation.
Assists with course scheduling processes, class overrides, petitions, and academic records support.
Coordinates textbook orders, key requests, facility work orders, event logistics, and visitor accommodations.
Supports faculty activities, departmental committees, and special initiatives.
Supervises and provides work direction to student workers and student assistants.
Assists with ABET accreditation preparation, assessment reporting, and documentation management.
Maintains course files, assessment records, and accreditation materials.
Supports undergraduate and graduate student processes, academic petitions, and advising operations.
Coordinates graduate program documentation and serves as a liaison with the Graduate School.
Assists with orientation, student engagement activities, advisory board support, and outreach efforts.
Provides administrative support for faculty searches, academic events, conferences, and community engagement initiatives.
Participates in departmental, college, and university initiatives.
Identifies opportunities to improve administrative processes and operational efficiency.
Maintains compliance with university policies and best practices.
Performs additional duties and responsibilities as assigned in support of departmental goals.