Interdepartmental Program Assistant: Division of Biology - UTK

University of Tennessee•Knoxville, TN

6d•Onsite

About The Position

The Division of Biology is composed of three departments (Biochemistry, Cellular & Molecular Biology, Ecology & Evolutionary Biology, and Microbiology), the General Biology instructional program and related support units. The Division offers undergraduate and graduate degrees, and coordinates graduate certificates. This position supports interdepartmental curricular and co-curricular programs across the Division of Biology by providing administrative coordination for academic programs, student engagement activities, compliance reporting, and communications. The interdepartmental Program Assistant works closely with department heads, program directors, faculty, and steering committees to implement processes that support student success and program operations across the biological academic units. The role also serves as an information resource faculty, staff and for current and prospective students through front desk support, website communications and coordination of divisional initiatives.

Requirements

Associate’s degree
3 years of experience in an office setting
Excellent attention to detail and excellent organizational skills
Strong oral and written communication skills
Ability to diligently follow up with many individuals and offices to collect required information
Ability to prioritize and manage multiple tasks in order to meet internal and external deadlines
Ability to build and maintain respectful work relationships across a diverse workforce at all levels
Ability to work both independently and as a contributing member of a team
Excellent computer skills including email, calendars, word processing, shared file management, and careful data management using spreadsheets
Proficiency in Microsoft Outlook, Word, and Excel, and the ability to quickly learn new software programs, including website editing programs
Problem solving skills and the ability to use sound judgment to arrive at practical solutions
Ability to understand and apply policies and procedures
Ability to maintain confidentiality
Ability to learn new skills as needed
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
1 year of experience in an office setting
Experience working in an academic department
Educational background that includes biology coursework
Experience working with students and faculty in an academic environment
Experience managing social media communications
Experience with event coordination
Experience with a large platform ERP, website maintenance, Banner, Nolij, Argos Reporting, and calendaring and room reservation systems.

Responsibilities

Provides administrative support for interdepartmental undergraduate and graduate curricular programs within Biology, including coordination of annual program activities related to recruitment, admissions, and degree progression.
Serves as a primary point of contact for current and prospective students, coordinates recurring meetings for program committees and faculty mentors, facilitates mentor assignments, and supports student communications related to program participation and requirements.
Works closely with the Biology Department Heads, program directors and faculty committees to support divisional operations and reporting, including assisting with accreditation and compliance reporting, maintaining student data and program records, supporting student award applications, and coordinating divisional events such as student welcome and graduation events as well as professional development programming.
Supports undergraduate research and internship engagement across the Division of Biology by coordinating opportunities in faculty laboratories, curriculum-based research experiences, and external internships. This includes advertising opportunities to students, assisting with summer research and internship applications, facilitating communication with faculty and external partners, and providing guidance on student research engagement, conference participation, and travel support processes.
Serves as a communication and customer service resource for interdepartmental biology programs, including front desk and virtual support, responding to inquiries from students, faculty and the public, coordinating meeting logistics, maintaining confidential records, assisting with website updates and outreach materials, supporting social media and communications efforts in partnership with the College of Arts & Sciences, and directing student workers as needed.
Collaborates with departments and advising offices to maintain accurate program information and course offerings.
Performs additional duties as assigned.