Administrative Associate Haslam College of Business UTK

Under leadership of Department Head (DH) and Assistant Department Head (ADH) this role functions as a vital member of the departments administrative team providing broad general support for effective operations. This role ensures successful execution of administrative tasks coordinates ongoing department operations and ensures adherence to all university and department policies and procedures. This role performs a wide range of administrative functions in the areas of office support event and logistical support HR support and financial support. The position is also cross-trained to back up other staff as needed.Responsiveness to all department internal and external stakeholders (faculty/staff/adjuncts students FIO HCB Deans Office Development UTK HR/Payroll vendors etc.) is key. This role participates in all HCB training and professional development including but not limited to regular trainings/seminars by FIO and TIS.

• GENERAL ADMINISTRATIVE SUPPORT:
  • Serves as primary provider of front-line customer service greeting visitors answering phones and responding to a wide variety of email inquiries
  • Researches and resolves issues with general guidance and oversight from department leadership and/or Financial Information Office (FIO)
  • Maintains office supply inventory
  • Manages calendars and coordination with other staff as appropriate
  • Informs department leadership of potentially controversial matters or other key issues using discretion and maintaining confidentiality
  • Prepares correspondence documents reports or other materials for leadership and stakeholders
  • Provides work direction to department student assistants
• LOGISTICAL SUPPORT:
  • Schedules and organizes department meetings and events adhering to all relevant fiscal policies
  • Provides logistical support/coordination for effective planning and execution of meetings and events
  • Interacts with supply vendors and serves as point of contact for department space equipment or facility issues
  • Assists with department technology and AV needs determining when to coordinate with TIS/OIT
  • Coordinates and books domestic travel plans for department faculty and staff
  • Provides back-up support for booking international or complex travel plans
  • Manages use of and reporting for university dining cards when applicable
• HUMAN RESOURCES SUPPORT:
  • Coordinates with department leadership department office manager and FIO on all aspects of faculty and staff searches including but not limited to campus system initiations required documentation support of search committee coordination of interviews or related hiring events and finalizing hiring documentation
  • Supports search committees with necessary documentation system access timely processing of search steps and coordination of associated activities
  • Provide back-up support to coordinate onboarding process of new hires including but not limited to required documentation facilities access key requests systems access equipment parking etc.
  • Manages department office keys and security accesses including new hires current employees and terminations
• FINANCIAL SUPPORT:
  • Assists with tracking of department expenditures including but not limited to base funds restricted funds scholarships and faculty spending accounts; assists with creating and maintaining status reports
  • Provides verification and/or processing support for financial transactions including but not limited to invoices travel payroll procurement card reconciliations scholarship authorizations and petty cash reimbursements
  • Supports and coordinates processing of department travel requests and expense reports
  • Assists with payroll reconciliation and reporting per policy including payroll check registers
  • Coordinates registration and/or updates to university vendor system for procurement
  • Coordinates department procurement adhering to all relevant fiscal policies including but not limited to general office supplies equipment furniture and other special orders; Conduct research to escalate procurement issues
• CONTINUING EDUCATION/TRAINING/PROFESSIONAL DEVELOPMENT:
  • Must participate in all HCB training and professional development including but not limited to regular trainings/seminars by FIO and TIS.
  • Complete all required UTK training modules via and other delivery platforms.
  • Proactively seek and actively participate in professional development/educational/training opportunities with approval from DH/ADH. Resources may included LinkedIn Learning UTK Learning and Organizational Development or external professional organizations.

Required Qualifications

• Education:High school diploma required
• Experience:Minimum of 2 years of relevant progressively responsible experience in professional office setting or an equivalent combination of education training and experience.
• Knowledge Skills Abilities:

  • Knowledge of administrative and financial policies and procedures

  • Strong attention to detail

  • Basic to intermediate computer skills including ability to quickly learn new software systems

  • Ability to work independently under general supervision

  • Knowledge of Excel Word and other Microsoft based products

  • Excellent written and verbal interpersonal and communication skills

  • Ability to work effectively with a wide range of constituents internal and external to university

  • Ability to gather data compile information and prepare reports accurately

  • Ability to compare information to recognize/resolve discrepancies

  • Ability to use tact and discretion when dealing with a variety of issues

  • Ability to prioritize competing responsibilities and assignments

  • Ability to protect and maintain confidential information

  • Ability to plan and coordinate events

Preferred Qualifications

• Education:Associates or Bachelors degree preferred in Business HR Accounting or related field
• Experience:Minimum of 2 years of relevant progressively responsible experience in professional office setting including some in higher education environment.
• Knowledge Skills Abilities:

  • Experience in higher education environment

  • Beginner to intermediate Excel skills

  • Beginner SharePoint skills

  • Beginner to intermediate experience using Microsoft productivity software

Work Location

• Location: Knoxville TN
• Onsite

Compensation and Benefits

• UT market range: 05
• Find more information on the UT Market Range structurehere
• Find more information on UT Benefitshere

Application Instructions

To express interest please submit an application with the noted below attachments.

• Resume
• Cover Letter
• List of 3 Professional References

About The College/Department/Division

The Management and Entrepreneurship Department strives to provide high-quality education in the management discipline from the undergraduate to the doctoral level through a creative balance of academic professional and extracurricular programs.

We work to foster mutually beneficial partnerships with our alumni and friends. Local state and federal governments as well as industry are all vital to our mission.

Our outreach includes public service assistance and collaborative research and we aim to be a major contributor to the nations knowledge base through scholarship and research on general management and leadership.