Administrative Associate: Department of Ecology and Evolutionary Biology - UTK

University of Tennessee•Knoxville, TN

4d•Onsite

About The Position

This position exists to assist the Business Manager & Department Head in all operations related to the smooth operation of the front office and reception. It serves numerous critical roles related to undergraduate and graduate programs in the Department of Ecology & Evolutionary Biology (EEB), as well as work related to human resources and payroll. This position assists the undergraduate director with the coordination of the department's undergraduate program, including timetable management, assistance with the curriculum process, and is the departmental resource for questions related to Banner. This position supports the Director of Graduate Studies in the recruitment, appointment, and support of graduate assistants. Additionally, this position is the primary support for human resources and payroll actions in the department. This position is the first point of contact in the department for students, parents, visitors, faculty, and staff, as well as with off-campus contacts (vendors, donors, etc.).

Requirements

High school diploma or GED
Three to four years of office experience.
Knowledge of MS Office suite, SharePoint, and Adobe.
Strong oral and written communication (written and oral) skills.
Ability to update websites and social media postings.
Ability to multi-task and be detail-oriented.
Strong organization skills and the ability to plan, organize, and prioritize work independently.
Ability to work independently and as a team member.
Ability to work with a diverse group of faculty, students, and staff.
Ability to learn new systems and processes quickly, and the ability to adapt to change.
Ability to understand and communicate policies to others.
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
Previous HR experience.
Experience in a higher education setting.
Knowledge of Banner and DASH.
Knowledge of UT HR policies and procedures.

Responsibilities

Enter timetable info in Banner in conjunction with curriculum committees approval.
Assist students with registration problems.
Check that all grades have been entered each semester.
Work closely with curriculum committees to ensure that updates are made on courses, curriculum requirements and student handbooks.
Run reports and prepare spreadsheets/tables as needed by curriculum committees.
Collect faculty syllabi.
Serve as liaison between students, faculty and the university.
Provide knowledge of University policies and timelines related to effective management of the EEB course offerings and undergraduate program.
Coordinate the EEB undergraduate programs funded by external grants and focused on research and training (applications in for NSF REU site and Ecological Society of America SEEDS chapter).
Maintain and manage the departmental database on current EEB undergraduates and alumni.
Work with faculty and graduate student TAs to facilitate and schedule enrichment activities including undergraduate poster fair, EEB graduation event, Naturalist Club and other programs for undergraduates based in EEB.
Serve as the Graduate Coordinator for EEB, overseeing the progress of approximately 60 graduate students and serving as liaison with the Graduate School.
Provide current information regarding policies and timelines to graduate students and faculty mentors, ensuring compliance with the Graduate Catalog.
Manage documentation related to the matriculation of students through the graduate program to help support progress to degree, assisting with understanding and completing required documents for graduation.
Coordinate plans for Graduate Recruitment Weekend and events surrounding Graduation.
Aid in processing of time entry, travel, and HR related duties including stipend adjustments, hiring, I-9, and terminations actions.
Maintain files and records for HR transactions.
Assist faculty in the assembly and submission of promotion and tenure dossiers in Interfolio, and assist in the submission of Faculty Development leave, Educational Leave, and Faculty care modified duties requests (medical and parental) in Interfolio.
Assist in hiring Federal Work Study students and serve as a back up for time approval.
Coordinate the submission of RIF/EEF plans for faculty PIs in the department, ensuring compliance with HR policy.
Work with CGE and international faculty, staff, and students on the completion and submission of visa-related documents, updating status in Everify, as needed.
Serve as Primary Effort Coordinator for the department, verifying that payroll is properly aligned with effort on sponsored projects and ensuring that correct projects are charged.
Process miscellaneous forms and transactions: key requests, Fleet motor pool requests, occasional petty cash reimbursements, parking tag requests, 25Live room reservations.
Maintain physical, asset, and space inventories.
Organize department events: retirement receptions, weekly seminars, graduate recruitment weekend, annual awards reception.
Greet public in a front office setting.
Direct incoming calls.
Process mail.
Respond to website inquiries.
Create and edit correspondence.
Maintain office equipment.
Order supplies.
Assist building occupants with access to labs and offices.
Serve as point of contact for building problems.
Responsible for management of web/social media updates, seminar postings, and news.
Aid with newsletter creation and distribution.
Other duties as assigned as needed.