Administrative Associate: Department of Chemistry - UTK

University of Tennessee•Knoxville, TN

3d•$29,000 - $37,000•Onsite

About The Position

The Department of Chemistry is seeking a dynamic individual who can be the initial point of contact for the department and provide comprehensive administrative support. Responsibilities include customer service, department communications, undergraduate and visitor hiring and onboarding, payroll documentation expert, payroll verification/reconciliation, visitor travel reimbursement, and support for department events. The role requires strong organizational, communication, and problem-solving skills, and attention to detail. This position requires the ability to work independently in a fast-paced, academic environment while maintaining confidentiality and excellent customer service. The Department of Chemistry is the oldest PhD granting department at the University of Tennessee, Knoxville, offering the University’s first PhD degree in 1947. Our 25 faculty members (and growing) have research interests that span the traditional areas of chemistry and encompass new interdisciplinary fields such as materials chemistry, chemistry of the life sciences, and environmental chemistry. Our graduate PhD and MS programs are also growing and include people from diverse cultures, providing an international business environment.

Requirements

High School diploma with 2 years in an administrative position OR associate’s degree with 1 year in an administrative position. Administrative position should be in an office or academic setting.
Knowledge of Microsoft Outlook (email and calendar), One Drive, Word, Excel, and PowerPoint. Minimal knowledge of Access.
Ability to learn new software quickly
Strong attention to detail and strong organizational and listening skills
Excellent oral and written communication skills; ability to effectively communicate with diverse constituencies
Ability to multi-task, work independently, manage constant interruptions, and meet conflicting deadlines
Ability to work with a team
Ability to problem solve and make data-based decisions
Ability to accurately enter or modify data or other content types
Ability to read, interpret, and apply policies and procedures in a work setting;
Excellent customer service skills and excellent interpersonal skills
Ability to build and maintain a respectful work relationship across a diverse workforce
Ability to maintain confidential information

Nice To Haves

Knowledge of FERPA
Knowledge of UT HR time reporting policies
HR functions with respect to position creation, hiring, and termination
Knowledge of large-platform ERP, such as Oracle
Knowledge of current University of Tennessee travel policies and procedures
Knowledge of Banner

Responsibilities

Internal customer service regarding building accesses, mail management, scheduling meetings and corresponding room reservations.
Assistance in discerning who the customer needs to meet with to reduce the number of interruptions for main office staff.
External customer service responding to in-person or phone inquiries from the public regarding general chemistry information.
Department Human Resources for visitors and undergraduate students, maintain department database, immigration visas for visitors
Assist the Associate Head of Undergraduate Programs with the recruiting and onboarding of non-paid high school students who will work in Chemistry laboratories.
Departmental support: copy class resources for 300 level and higher courses, copier management.
Assist with 1-3 weekends or after work hours events per year; assisting with set up, tear down, cleaning and physical labor to move furniture.
Financial: process travel reimbursements for visitors, biweekly and monthly payroll verifications (excluding graduate student payroll), assist student supervisors with verifying their time cards
Faculty Human Resources: Assisting with searches with travel arrangements, reimbursements, visit itineraries, announcements, and restaurant reservations; process 1-2 Non-Tenured-Track and 1-2 Tenure-Tracked Promotion cases annually