Administrative Associate - job 1 of 2

Administrative Associate, Dean's Office, College of Engineering and Computer Science

Administrative Associate (Administrative Associate 3 – MR06)

Dean’s Office, College of Engineering and Computer Science

University of Tennessee at Chattanooga

The Administrative Associate provides executive level administrative support to the Dean of the College of Engineering and Computer Science. The position is responsible for managing the Dean's calendar, coordinating travel, managing the Dean's tasks, and coordinating confidential and sensitive communications among the Colleges Departments and campus administration officials as needed; manages activities and appointments between the Dean, Associate Dean, Chief of Staff, and other areas within the College and or University. The Administrative Associate assists the Dean, Associate Dean, and Chief of Staff with special projects and other duties as assigned.

Duties and Responsibilities:

Provides Dean, Associate Dean, and Chief of Staff with recommendations/price comparisons for supply purchases to maximize department budget allocations; inventory and order supplies, project equipment as needed; manages event orders and catering and processes invoices; prepares and processes reimbursements in SAP (IRIS) for student projects, grants and contracts and other similar activities; prepares and processes contracts as needed for the College in ESM system; coordinates travel in Concur for Dean, Assoc. Dean, and visitors/guests of the college; processes conference registrations for the Dean's office as needed; coordinates all aspects of candidate visits including local lodging, transportation, airfare, group meals, etc.; collaborates with the College Budget Manager in making sure budget reports are prepared and submitted for the Dean's office accounts on time; and stays up to date on fiscal and HR policies for the Dean's office as needed.

Manages and reconciles monthly/biweekly payroll for the Dean's office; processes pay funding / personnel change forms in IRIS as needed; coordinates and schedules any meetings for committees the Dean and Associate Dean chair; coordinates CECS Advisory Board Meetings and Executive Advisory Board Meetings; synthesizes annual college reports for board to review; coordinates, arranges, and provides follow up for CECS Special Events; manages CECS master calendar; collects and compiles documentation along with the Chief of Staff for use in discussions, meetings of administrative officials on campus, and executives outside the University; provides support for the Dean and the College by serving as the first point of contact for the Dean's Office; manages the Dean's task list and follow-up activities to assure timely completion of projects; supervises work study students and part-time Term Employee by providing training, work direction, overall office guidance, assigning duties, and delegating tasks; and manages reservation requests for ECS rooms in the EMS system.

Prepares and manages travel for faculty or department head searches, as needed; prepares and/or provides forms, data, and compile information for faculty EDO's, Reappointments and Promotion and Tenure; and develops and manages a database of contacts, initiatives, and assignments.

Prepares student rank and major lists from Argos/banner for faculty for honor societies and as requested each semester; creates building access levels for student access to building using OnGuard software; prepares Dean's list notifications and awards at the end of each semester; coordinates the receipt of student applicants for all College-specific scholarship programs; compiles applicant data for Scholarship Committees review; prepares the listing of students awarded scholarships for the Financial Aid office to award each academic year; notifies all student applicants of rejection or award of scholarships and award details; and creates spreadsheet to monitor student completion of acceptance details.

The ideal candidate will possess the following:

• Advanced technical and computer skills to support administrative functions including MS Office Suite with emphasis on Word, Excel, Outlook. Ability to learn new platforms and improve skills.
• Strong attention to detail and ability to multi-task with demanding time frames.
• Provide high quality customer service.
• Strong communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing, with excellent editing and proofreading ability.
• Strong ability to work independently and as a team member.
• Ability to maintain a high level of confidentiality.

Review of applications will begin July 28, 2023 and continue until the position is filled. Applications received by this date will receive priority consideration.

Cover letter and resume required to apply. Anticipated hiring salary: $48,000

Minimum Qualifications: High school diploma or GED and three to five years of experience in an administrative setting.

Preferred Qualifications: Bachelor’s degree and ten to fifteen years of experience in an academic/governmental setting.

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.