Administrative Associate, Department of Social, Cultural, and Justice Studies

Administrative Specialist (Administrative Associate 3 - MR03)

Department of Social, Cultural, and Justice Studies

University of Tennessee at Chattanooga

This position provides administrative support for the Department of Social, Cultural, and Justice Studies (SCJS). The department is comprised of four academic units, 24 full-time faculty, and more than 500 majors and graduate students. As the initial point of contact for a large department, this position works with the department heads and associate department heads to manage and coordinate several essential functions to ensure each unit operates efficiently.

Duties and Responsibilities:

Answer phones, respond to e-mail, and greet visitors; maintain department records according to university policy; maintain SharePoint site (e.g., for course syllabi); support for classes (first response/forward questions to appropriate department members) including pre-req and closed class overrides; supply and equipment purchases; facilitate travel by department faculty, students and visitors; process invoices, honoraria; maintain schedule for department conference rooms.

Process payroll for faculty, undergraduate and graduate students, and staff; reconcile and verify procurement card purchases; reconcile monthly ledgers for all department budgets and grants; process transfer vouchers.

Maintain scholarship accounts; serve as department liaison with other UTC offices including CAS, UTC Foundation, UTC Locksmith, Facilities, IT, Bookstore; complete yearly physical and space inventories according to university policy; maintain equipment inventory; process hiring and termination paperwork for all graduate assistants, faculty, staff; assist faculty in following policies on travel, guests, grant expenditures, etc.

Prepare itineraries and make travel arrangements for faculty candidates; arrange document shredding and item transport to surplus when needed; help to plan special events for department including securing space, ordering food, and publicity; outreach, e.g., developing and maintaining recruitment materials, mass mailings for department, department webpage, blog, social media, newsletter, email listservs.

The ideal candidate will possess the following:

Excellent communication skills, customer service orientation, and ability to work with diverse array of internal and external constituents.

Advanced technical and computer skills to support administrative functions including MS Office Suite (with emphasis on Word, Excel, and Outlook), Banner, Iris, Concur, DASH; video conferencing applications such as Zoom; capable of learning to use new software packages.

Proficiency in assigned financial and budgetary duties.

Ability to organize and problem solve administrative tasks and office responsibilities, work independently, and meet specified deadlines.

Ability to maintain a high level of confidentiality.

Review of applications will begin on August 30, 2024 and continue until the position is filled. Applications received by this date will receive priority consideration. Applicants are requested to make sure they mark their application materials as relevant to this position.

Cover letter and resume required to apply. Anticipated hiring salary between $38,000 and $42,000, depending on experience.

Minimum Qualifications: High school diploma or GED and two years of relevant experience, or an equivalent combination of education, training, and experience

Preferred Qualifications: A bachelor's degree and four years of administrative experience.

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.