Administrative Associate 2 - Admin-Education, Health & Human Sciences

Knoxville, TN
Mar 02, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution
Administrative Associate 2
Office of Advising and Student Services
College of Education, Health, & Human Sciences

Regular, Fulltime, Pay Range: MR04

This position manages the human resources and budget processing aspects of daily operations for the EHHS Office of Advising and Student Services. The professional assists heavily in the coordination of college functions such as the College's spring undergraduate commencement ceremony. This position also processes, reviews, and supports disbursements to students from many of the college's scholarship accounts.  The professional further provides other office administrative support and clerical assistance especially related to teacher licensure processes, front office operations, and federal work study student supervision.

Job Functions/Responsibilities:

Human Resources and Budget Processing
    •    Manages many aspects of the daily operations of the Office of Advising and Student Services.  This includes understanding and organizing aspects of financial, budgetary, and human resources procedures.  Examples of specific responsibilities include the monitoring of monthly ledgers, processing IRIS transactions, managing procurement, coordinating paperwork and setup for new hires, serving as a liaison between our office and the college's and university's HR staff, assisting with travel arrangements and reimbursement, and processing financial reports among others.  
    •    Maintains and updates the office's operating procedures based on information and best practice guidelines developed by the Dean's office and human resources.  

Event Planning
    •    In collaboration with various campus and college offices, coordinates, budgets for, and organizes large-scale functions such as the college's spring undergraduate commencement ceremony, the CEHHS Graduate Student Colloquium, the College Connection component of Welcome Week, the annual scholarship awards ceremony, etc.  
    •    Supports the Assistant Director of Recruitment and Retention with events and initiatives associated with the dean's advisory boards.

Scholarship Processing
    •    Assists in organizing and processing college-level scholarships including award disbursements associated with some college grants.
    •    Supports departments with the steps for processing departmental scholarships, as needed.  
    •    Maintains the undergraduate and graduate scholarship database, gathers applications, and generates spreadsheets for review by the scholarship committee.  
    •    Sends communication about college scholarship awards to students, processes financial aid forms for awards, and works closely with the development office to maintain donor information for the office.

Administrative Support and Oversight
    •    Supports front desk operations including providing training and technical guidance to new support staff members. 
    •    Serves as a backup for the office's Administrative Specialist I position to assist with academic profile updates and student communication.  
    •    Directly assists with the interviewing, hiring, training, and evaluation of work-study students in the office.  
    •    Provides administrative support for the Director of the Office of Advising and Student Services. May supervise designated personnel.  

Data Tracking and Advisor Support
    •    Maintains databases and generates student data reports for students pursuing teacher licensure programs.  
    •    Processes course overload requests, course certification for non-degree seeking students, etc.  
    •    Works closely with the Associate Director of Teacher Licensure and program coordinators to assist with the state licensing process and related paperwork.  This includes generating documents for CAEP reports and processing post-baccalaureate, add-on, and job-embedded applicants.  
    •    Other duties as assigned.

Position Requirements:

    •    Associate’s Degree required.  Bachelor’s Degree preferred. 

Required Level/Type of Experience:
    •    At least three years of office experience and a record of positive customer service interactions.  Must have appropriate computer skills including experience with MS Word, Access, Excel, and Outlook.

Preferred Level/Type of Experience:
    •    At least one year of office experience occurring in a university setting is strongly preferred as is experience with Banner.  Experience in IRIS, Navigate, Argos, and Nolij is desired.

Needed Competencies/Qualifications:
    •    Ability to organize, plan, direct, prioritize and problem solve.
    •    Ability to accurately perform detail-oriented work, particularly related to budget/scholarship transactions and event planning.
    •    Knowledge/proficiency of Microsoft Office Suite, Student Information System, IRIS, Access and Taleo System.
    •    Ability to maintain confidential material.
    •    Knowledge of the University's policies and procedures.
    •    Ability to work independently.
    •    Ability to multi-task, prioritize responsibilities, and meet deadlines.
    •    Ability to communicate effectively orally and in writing with persons internal and external to the university.

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-Knoxville
Organization: Admin-Education, Health & Human Sciences
Schedule: Full-time
Job Posting: Mar 1, 2021, 6:14:38 PM

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