Administrative Associate (Administrative Associate 3 - MR06)

School of Nursing, College of Health, Education and Professional Studies

University of Tennessee at Chattanooga

The Administrative Associate coordinates and oversees specific administrative activities in the School of Nursing including all processes/tasks related to the Director and is responsible for the day to day operations of the department. In addition, the position provides appropriate support for the faculty, staff and students. The Administrative Specialist interacts with individuals in the department, college, university and those outside the university.

Duties and Responsibilities:

Administration Support

Provides executive level support for the Director by serving as a gate keeper by setting and maintaining the calendar, managing appointments, prioritizing and orchestrating attendance on and off campus, travel and all other duties as requested; maintains databases for SON clinical requirements for students and faculty; provides support for select SON committees (i.e. Faculty Organization) by reserving rooms, recording minutes and posting them on SharePoint; provides support for faculty for reappointment, promotion, and retention; serves as a resource for faculty on RTR processes; maintains faculty and staff files including EDOs and SPDRs, appointment letters, transcripts, reappointment, promotion and tenure documents; and trains and provides supervision for graduate assistants and student workers.

Financial Support

Processes bi-weekly and monthly payroll for 12 month faculty and staff; assists with effort certification/auditing and additional pay in collaboration with the Director; monitors contractual and special appointment employees and enters complex payments through additional pay, T-27 and other payment methods; coordinates on-boarding of faculty and staff; submits payroll summaries to the dean's office when required; maintains personnel documents by entering and tracking position creation, position changes, and other personnel functions; purchases supplies for administrative support as needed; processes Concur and travel requests; and assists dean's office as needed.

Recruitment Searche

Provides support for faculty (FT and adjunct) searches in Taleo, maintains communication as necessary to schedule interviews and travel arrangements in coordination with the Dean's office; and collects and verifies all clinical and payroll paperwork for all hires.

The ideal candidate will possess the following:

• Knowledge:

o Managing basic accounting/data inputting

• Skills

o Strong written/oral communication skill

o Computer/internet proficient with Microsoft Office 365, Outlook

o Manage various data bases external to the SON (AACN, CCNE, TN BON as needed)

• Ability

o Function autonomously

o Time management with ability to set and meet goals and deadline

o Work with little direction and delegate tasks effectively

Review of applications will begin July 15, 2024 and continue until the position is filled. Applications received bythis datewill receive priority consideration.

Minimum Qualifications: High school diploma or GED and three years of office experience, or an equivalent combination of education, training, and experience.

Preferred Qualifications: Experience with supervision, delegation of tasks, managing conflict; and experience with outside constituencies/stakeholders.

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.