Administrative Associate Department of Psychology and Neuroscience UTK

This position assists the Head with day-to-day Departmental operations involving faculty staff and students. This position also provides supervision to non-exempt staff and student workers and acts as the Faculty Affairs coordinator focused on faculty facing needs for the department. This position has components of Administrative Support Faculty Affairs supervision and other departmental support.

Administrative Support:

• Assists Department Head: Scheduling appointments gathering data preparation of reports and compilation of information for Head and Departmental leadership for distribution to college and higher administration.
• Ensures compliance with UT policies and procedures establishes departmental policies to support faculty and staff in compliance efforts.
• Attends monthly Faculty meetings and bimonthly Executive Committee meetings taking minutes disseminating appropriate information to members; attends Faculty Evaluation Committee Meetings providing information when appropriate.
• Submits Facilities Services requests: moving project coordination key requests service requests; prepares and submits all work orders and PP28s for the Department and is the primary contact with Facilities Services personnel regarding preparation and coordination of any repairs or building projects.
• Initiates staff-related personnel transactions including requisitions hire actions assignment changes additional pays etc. ensuring timely submission and compliance with related policies.

Faculty Affairs:

• Coordinates tenure-track faculty and non-tenure-track faculty searches for the departments serving as the primary resource for Interfolio submissions by faculty and department heads providing guidance on current policies and procedures related to the search process.
• Prepares Recommendation for Faculty Appointment packages and submits to the College for further processing.
• Coordinates faculty development leave and educational leave of absence requests and modified duties assignment requests in Interfolio acting as the Department Case Facilitator; submits zero-teaching assignment and course-buyout requests to the College.
• Coordinates promotion and tenure process for tenure-track faculty in Interfolio.
• Coordinates promotion process for non-tenure-track faculty in Interfolio.
• Reviews faculty and department head responses in Interfolio as needed/requested.
• Serves as departmental contact with the College and Provosts Office on matters related to faculty searches leaves and promotion/tenure.
• Initiates faculty related personnel transactions including personnel change forms teaching overloads additional pay etc. ensuring timely submission and compliance with related policies.

Supervision:

• Supervises one regular non-exempt staff position as well as departmental student workers including coordination of work assignments and approval of time entries.
• Conducts annual Performance Reviews of non-exempt staff report.
• Maintains knowledge of University policies and procedures regarding support staff and coordinates with College Human Resources on staff-related issues to ensure compliance with policies and procedures.

Other departmental support:

• Backup for Banner activities related to the undergraduate program including assistance with timetable entry processing overrides and submitting registration changes.
• Backup for DASH HR entries.
• Back up for travel coordination for guest travelers/contingent workers potential graduate students.
• Lead for faculty and alumni focused events and assist with general event coordination as needed.
• Event Coordinator for bi-annual Univ. of TN Association of Psychology Alumni (UT APA) Advisory Board meetings including booking venue arranging catering overseeing venue set-up and acting as point-of-contact.
• Create and maintain current UT APA Directory.

Required Qualifications

• Education: High School diploma or GED

• Experience: 4 years of experience in an administrative position

• Knowledge Skills Abilities:

  • Excellent administrative and organizational.
  • Excellent verbal and written communication skills.
  • Ability to work well with a diverse population of faculty staff students and external constituencies.
  • Ability to work independently and as part of a team.
  • Strong decision-making skills.
  • Ability to develop and implement procedures.
  • Ability to explain policies.
  • Ability to work under pressure multitask and set priorities.
  • Strong Microsoft Office and Adobe skills.
  • Ability to maintain confidentiality.

Preferred Qualifications

• Education: Bachelors degree with 2 years of experience in an administrative position

• Experience: Experience in higher education

• Supervisory experience

• Knowledge Skills Abilities:Knowledge of a large platform ERP such as Oracle Cloud