Administrative Assistant, GEAR UP

Administrative Assistant (Administrative Associate 2 - MR04)

Gear Up

University of Tennessee at Chattanooga

The Administrative Assistant will support the GEAR UP director and the project with clerical duties such as event planning, arranging logistics (transportation, activities, etc.) for programs, database entry and maintenance, producing and tracking program records, maintaining payroll and time/effort documents, contact with vendors, and communicating project procedures to the public (internal & external to UTC).

Duties and Responsibilities:

Arranging logistics and support for GEAR UP activities: and ordering supplies and preparing them for use, contacting vendors, reserving facilities, scheduling services and products from partners, communicating plans to GEAR UP schools and to other UTC departments.

Producing, distributing, collecting, processing, archiving timesheets for staff, attendance logs for program participants, outcome data to be used for the funder's Annual Performance Report, inventorying records for project supplies; maintaining files with completed payroll and covered adult forms for all full- and part-time GEAR UP staff; overseeing all records produced and collected for this 7-year federal grant; arranging and coordinating facilities, transportation, catering, IT support, vendors for college campus visits, activities at UTC, area schools and community organizations.

Database entry and maintenance to compile attendance and/or contact information for after-school programs, in-school tutoring, summer camps, parent meetings, workshops for teachers, all activities used for the Annual Performance Report submitted to the funder, staff databases and the yearly database comprised of all students in the GEAR UP cohort; ordering and maintaining supplies, updating account numbers for graphics/bookstore/etc., creating and responding to correspondence with vendors/university departments/staff/etc., supervising student office assistant, overseeing rotation of files from active to archive status, and providing general oversight and direction to ensure project office operations support project activities.

The ideal candidate will possess the following:

• Knowledge of Microsoft Excel, Microsoft Word, Microsoft Outlook and other office software and the skills necessary to use these tools in a fast-paced environment.
• Ability to manage complicated, ongoing tasks such as database management, onboarding new employees, event planning, program support, etc.
• Ability to communicate with the office of Division of Access and Engagement, Human Resources, Risk Management and the Office of Sponsored Programs to ensure compliance with university and grant policies.
• Knowledge needed to use the IRIS accounting System.
• Knowledge of university policies.

Review of applications will begin August 23, 2024 and continue until the position is filled. Applications received bythis datewill receive priority consideration.

Minimum Qualifications: High school diploma or GED and two years of experience in an office environment using basic software packages and some database maintenance.

Preferred Qualifications: One year of experience in an office environment using Microsoft Excel and having significant responsibility for overall office administration.

The University of Tennessee Chattanooga is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution. All qualified applicants will receive equal consideration for employment and will not be discriminated against on the basis of race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or protected veteran status.