Administrative Specialist - Department of Food Science (UTIA)

Administrative Specialist

Department of Food Science - UTIA

This position serves as Administrative Assistant to the Department Head. Provides advanced administrative and clerical support to faculty members and staff. Assemble data from various sources to compile periodic reports including academic reviews and other requested reports. This position works closely with Business Manager regarding funding changes. Oversee all non-accounting departmental operations assuring policy and procedural compliance. Supports departmental faculty involved in academics/teaching, extension/outreach, and research programs. Process HR actions and payroll paperwork for the Food Science Department and the UT Creamery.

Qualifications:

RESPONSIBILITIES:

• Process all HR paperwork (paper and electronic forms) including new hire/re-hire documents, position transfers, pay funding changes and terminations
• Submission of I-9's for E-Verify process for employees through Equifax I-9 Management
• Coordinate faculty and staff searches in compliance with UT policies and procedures including submitting paperwork through the appropriate channels and submission of paperwork created in Taleo and Interfolio
• All HR related actions in assisting Department Head with interviewing and hiring of non-exempt personnel
• Request keys for faculty, staff and students
• Collect and enter biweekly timesheets for students
• Work directly with the Center for Global Engagement to process paperwork for incoming staff/students/faculty/visitors for proper VISA forms, permanent residence and H1B documents
• Coordinate appropriate insurance coverage on international guests and temporary employees that qualify for insurance
• Maintain appropriate documentation including search materials, hiring materials, offer letters and other official documents
• Assist employees with general HR questions: fee waiver for dependents and students, insurance, retirement questions, leave questions, FML questions
• Schedule appointments and maintain Department Head's calendar
• Assist faculty with their Dossier for Mid-Cycle Review and Promotion and Tenure; coordinate formatting and upload of materials to Interfolio
• Maintain Programs for Minors in Super
• Prepare and submit travel in Concur for department head, faculty, staff and students
• Maintain departmental calendar of travel and leave requests. Room reservations in 25Live
• Maintain email lists by adding new employees and students as needed
• Assist with cheese sales to walk in customers. This includes debit and credit transactions
• Holds a departmental Procurement card and adheres to purchasing policy
• Initiates deposit using Online Receipting
• Perform other duties as assigned

QUALIFICATIONS:

• High School diploma or equivalent with five years of related business administrative and/or human resource office related experience.
• Skilled in Microsoft Office suite, specifically Word, Adobe, and Excel
• Ability to work with a diverse group of faculty, staff and students
• Ability to multi-task without supervision