Description
Administrative Specialist II (Graduate Programs Assistant)- Chemistry         

Description

This position works closely with the Graduate Programs Associate Head & the Director of Graduate Studies. In addition, this position provides department information and application assistance to prospective graduate students, assists with hiring graduate students and undergraduate teaching assistants, enters graduate student assistantship appointments, graduate student appointment changes and assists with candidacy graduation paperwork. This position provides support to the department (Department Head, Graduate programs Associate Head, Assistantship Committee, Director of Graduate Studies, Graduate Student Recruiting Coordinator, and Administrative Manager) and is under the general supervision of the Administrative Manager.

Duties and Responsibilities

Works closely with the Graduate Programs Associate Head, which includes but not limited to:

Assists with writing letters from templates

Prepares reports and other documents

Takes minutes for the Assistantship Committee

Prepares materials for graduate student department orientation

Improving and revising information as needed and updating with university and department changes.

Coordinates OPiC testing

Collaborates with international students regarding additional requirements for appointment

Resource for graduate students on questions related to graduate student policies and procedures on enrollment, appointment as GTA or GRA

Maintain and update the departmental graduate student database

Distributing and tracking all offers made to prospective graduate students

Gathers data and compiles reports for Graduate School and the Dean’s Office of the College of Arts & Sciences

This position anticipates student needs, sending reminders about required paperwork to be completed for the Department and the Graduate School during the course of the graduate program, and manages final signatures and making final submissions to the Graduate School of M.S and Ph.D. committee and candidacy forms

Liaison between prospective graduate students and department committees

Provides administrative assistance to supervisor, which includes but not limited to:

Providing students with information regarding hiring paperwork

Completes all hiring paperwork, including I-9s, for incoming graduate students (approx.. 20-40 each Fall)

Completes all graduate student appointment changes paperwork each fall and spring semester (approx. 145 students)

Confirms attributes of all student position in IRIS

Maintain personnel files for graduate students

Assist with managing customer service at the counter for graduate students

Back-up for processing visa applications, hiring paperwork, undergraduate hiring for non-students in the department, as well as, back-up for departmental monthly payroll

Assist with managing multi-line phone (secondary)

Scheduling of 3 conference rooms (secondary)

Managing mail (secondary)

Generate, proofread and edit departmental documents

Assist with departmental events

Assist in set-up and take-down for departmental events, which includes the physical moving of furniture

Support main office staff, as needed

Covering tasks performed by other Main Office staff when projects must be completed during absences of those coworkers.

Other duties as assigned by Department Head, Graduate Programs Associate Head and Administrative Manager

Provides administrative assistance to Assistantship Committee, Director of Graduate Studies

Student Recruiting & Communications Coordinator, undergraduate students, graduate students, staff and faculty which includes but is not limited to:

Assists the Student Recruiting & Communications Coordinator with the Research Open House

Compiles information from the graduate student applications through Slate

Provides prospective graduate students and their mentoring faculty information regarding our graduate program and application process.

Required to be willing to work one to two weekends per year for a department event

Manages the CPR and ORP forms and records the scores

Enters all student defenses in iThenticate for Research Committee members

Collaborates with other campus departments for the administrative needs of graduate students, staff, faculty and prospective graduate students of the Chemistry Department.

 

Qualifications
Qualifications:
Minimum Requirements: High School Diploma and 3-4 years office experience; prefer a Business Office Training certificate

Preferred Requirements: Bachelor’s Degree with 1-2 years office experience; prefer academic office experience

Job Skills: Excellent customer and interpersonal skills.  Demonstrated skills in Microsoft Office (Word, Excel, and Access).  Use of basic office equipment, including multi-line telephone, computer, printer, fax, scanner, and copier.  Must be able to provide attention to detail and have strong organizational and listening skills.  Must possess the ability to communicate with a diverse faculty, staff, and students on a daily basis and be a representative of the department with contacts outside the University.  Needs the ability to multi-task, work independently and meet deadlines.  

Preferred skills: IRIS functions, Banner, ARGOS, Slate, iThenticate and FERPA policy knowledge.

 

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Chemistry
Schedule: Full-time
Job Posting: Jan 26, 2021, 7:42:33 AM