Administrative Associate - College of Communication and Information

Administrative Associate - College of Communication and Information - 23000002NL Administrative Associate - College of Communication and Information Full Time, Non-exempt, MR04 The University of Tennessee, Knoxville invites applications for an Administrative Associate in the College of Communication and Information (CCI).
Application Process: Interested individuals should apply by January 15, 2024.
Screening of applicants will begin immediately and will continue until the position has been filled.
For full consideration, applicants must provide a resume, cover letter, and a minimum of three references.
All applicants must apply online to be considered for this position.
The Position: This position reports to the Assistant Dean of Undergraduate Programs and Advising in the College of Communication and Information (CCI), serving as an Administrative Associate.
The Administrative Associate has full responsibility for completing tasks that are varied in nature and are prioritized based on the objectives and goals of the Undergraduate Programs and Advising Center under the leadership of the Assistant Dean.
This position makes recommendations to create and change office-level procedures.
Decisions include how to carry out work in varying circumstances by interpreting individual situations and determining which guidelines are most effective out of those available.
This position will provide support for the Assistant Dean of Undergraduate Programs & Advising and Director of Career Development.
This position will provide executive-level logistical support for varied tasks using problem-solving and critical thinking skills to complete assignments and move critical projects forward.
These tasks will include administrative, travel, event, data entry, financial, HR and operational activity support.
The incumbent provides day-to-day academic, administrative, financial, and personnel support for the department.
The Administrative Associate is expected to: · Manage the front office.
· Maintain 1500+ active student records each semester.
· Provide vital information to college administrators for reporting purposes.
· Process major and advisor changes in Internet Native Banner.
· Complete the processes for credit overloads and student permits in Internet Native Banner.
· Enter all curricula exceptions into DARS for students in CCI and students in other academic units pursuing study through minors offered in the college.
· Assist the Assistant Dean of Undergraduate Programs and Advising with the review of degree audit reports for candidates for graduation.
· Liaise with the registrar’s office.
· Compile reports and analyze data.
· Complete the 14-day count report for undergraduate enrollment.
· Coordinate the student distribution of exit surveys for graduating undergraduate students.
· Compile additional reports and data as needed.
· Provide support for the unit’s advisors.
· Assist the Assistant Dean of Undergraduate Programs and Advising and Director of Career Development · Manage calendars, including scheduling meetings and managing RVSPs, which often require coordination with other staff.
· Coordinate with other departments in response to technical needs or to resolve problems.
· Maintain office supply inventory.
· Manage printing and mailing.
· Maintain reports, documentation, and operational or procedural manuals.
· Track and compile data; research and prepare reports.
· Provide customer service to internal and external stakeholders.
· Work with confidential and time-sensitive materials.
· Prepare correspondence and reports.
· Research and analyze information to solve problems.
· Send communications to faculty, staff, students, and community partners.
· Assist with program materials for workshops and events, making copies as needed, creating name badges, and other tasks.
· Book facilities for meetings, coordinate technology requests, and order food and beverages for meetings and events, on campus and in the community.
· Coordinate and book travel plans.
· Manage the RingCentral/phone lines for Undergraduate Programs office.
· Provide work direction to others.
· Perform special project work as assigned.
· Provide support for related committees and advisory groups.
· Develop internal processes and procedures for responsibility areas.
· Collect payments for the career fair.
· Provide financial support for the unit.
· Track and request budgets and reconcile accounts.
· Complete procurement, travel, invoicing, ledger reconciliation, payroll reports.
· Oversee departmental scholarship distribution under the supervision of the Assistant Dean.
· Enter accounts payable and payroll transactions into the system of record.
· Enter other operational entries, such as purchasing, contracts, and key and E-Access requests as needed.
Reconcile data as required.
· Coordinate onboarding of new departmental employees post-hire.
· Coordinate with the Assistant Dean on other employee setup items.
· Deliver training to departmental employees.
· Provide support for searches/participates in hiring committees.
To be successful in this role, candidates are required to possess: · High School Diploma, GED, or equivalent.
· 3 years of experience in an office setting.
· Ability to work with a diverse group of students within the College.
· Knowledge of Undergraduate Advising process.
· Ability to clearly communicate with students on a range of topics.
Our ideal candidate has: · An associate or bachelor’s degree.
· Experience working with students in higher education, particularly in an undergraduate advising center.
· Microsoft Office proficiency, preferably Word, Excel, and Outlook.
· Knowledge of Adobe Acrobat, IRIS, and Banner.
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
The College: CCI is part of a Land Grant Institution embedded in communities to make those communities a better place.
Our alumni, students, faculty, and staff strive to positively impact the lives of people in our state through our teaching, scholarship, creative work, and through our engagement and service.
CCI as a college is well poised to deliver upon all of those areas to become the most nationally distinctive but locally relevant College of Communication and Information in the country.
EEO / AA Statement / Non-Discrimination Statement: The University of Tennessee is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution in the provision of its education and employment programs and services.
All qualified applicants will receive equal consideration for employment and admission without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, genetic information, veteran status, and parental status.
Applicants needing reasonable accommodation to participate in the application process or who may need assistance with their application should contact Human Resources at (865) 974-6642.
Job Other Admin Asst/Secr/Clerical Primary Location US-Tennessee-knoxville Organization Cci Undergraduate Programs & Advising Campus/Institute Knoxville Schedule Full-time Job Posting Dec 12, 2023, 3:26:41 PM