Administrative Specialist II - Chemical Engineering

The University of Tennessee, Knoxville
Knoxville, TN
Closing date
Sep 15, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

Administrative Specialist II – Department of Chemical and Biomolecular Engineering

Regular, Full-time, Market Range 04

This position provides support for the department in the areas of human resources and travel.    It is one of the initial contacts of the Chemical and Biomolecular Engineering department to provide direction and assistance for faculty, staff, students, visitors, parents and any walk-ins to the main office.


  • Process all HR paperwork (paper and electronic forms) including new hire/re-hire documents, position transfers, pay funding changes and terminations.
  • Work directly with the Center for International Education to process paperwork for incoming staff/students/faculty/visitors for proper procurement of VISA forms and approvals. 
  • Track work permissions for any international worker’s and make sure their paperwork is up to date at all times. 
  • Process paperwork for faculty searches, including compiling all dossiers. 
  • Collect and enter all biweekly and monthly timesheets into IRIS, track the submission of time sheets and keep files current for timesheets.
  • Record friend requests. 
  • Work with the faculty/staff to advertise and hire for any vacant or new positions. 
  • Process all travel paperwork (paper and electronic forms) within the department. 
  • Process travel arrangements as necessary for departmental travelers and/or visitors to the department; assuring that all approvals are obtained to include those regarding international travel policies for UT employees.
  • Process all travel reimbursements for staff/faculty/students/visitors in a timely manner. 
  • Filing, copying, and other daily tasks in relation to the duties of position. 
  • Keep copy codes current by adding/deleting codes and assist faculty, staff and students with problems related to copy machine. 
  • Add/delete mailboxes for current students/faculty/staff. 
  • Distribute Campus Chest materials, insurance materials, W2 forms, etc. to faculty/students/staff. 
  • As these duties must be performed within the parameters of the university’s fiscal policies, it is the responsibility person who holds this position to remain knowledgeable regarding all these policies regarding these tasks of this position in order to assure that the department is in compliance.  This will be accomplished by attending any and all classes/workshops/information sessions regarding these policies as they come available.
  • Any other duties requested by Department Head or Business Manager.

Minimum Requirements:

  • Associates Degree or equivalent combination of training and experience.
  • Minimum 3 years of progressively responsible accounting, HR and/or administrative experience.
  • Excel and Word proficiency required.  SAP experience a plus.
  • Excellent computer skills, written skills, great listening skills.  Ability to work in a team environment, meet deadlines consistently and accurately, ability to multi-task, attention to detail and organization.

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-Knoxville
Organization: Chemical Engineering
Schedule: Full-time
Job Posting: Jun 15, 2021, 4:32:42 PM


Working at The University of Tennessee, Knoxville

Founded in 1794, the University of Tennessee is one of the nation’s oldest and most storied public universities. Based in Knoxville, Tennessee’s flagship land-grant institution includes the statewide Institute of Agriculture and the Space Institute in Tullahoma. The university embodies excellence in teaching, discovery, scholarship, research, creative activity, outreach, and engagement. Known as the Volunteers, we lead with a spirit of selflessness, empathy, and courage, and strive to be champions for diversity, equity, and inclusion

UT Knoxville is a Research 1 university with 11 academic colleges and more than 900 programs of study. With an enrollment of more than 30,000 students, our academic programs are repeatedly ranked top in their class. The university co-manages Oak Ridge National Laboratory, the country’s most prominent national lab, driving innovation in advanced manufacturing and materials, national security, and more. We are closely connected with our communities through outreach and extension efforts across Tennessee and through partnerships with non-profits, corporations, and industries—regionally, nationally, and around the globe.

The city of Knoxville is nestled in the foothills of the Great Smoky Mountains. The modern, thriving community is surrounded by gorgeous lakes and hundreds of miles of walking, hiking, and biking trails. Situated along the banks of the Tennessee River, our beautiful features an eclectic music scene, internationally recognized festivals, unique restaurants, and a robust offering of diverse cultural activities. Knoxville is located within a day’s drive of Atlanta, Nashville, Asheville, Charlotte, Louisville, Cincinnati, Memphis, Chicago, and Washington D.C.

Knoxville and the surrounding counties have a population of more than 850,000 people. The region houses many leading corporations and organizations, including Oak Ridge National Laboratory, Pilot/Flying J, the Tennessee Valley Authority, and Regal Cinemas, along with HGTV, Food Network, and other networks owned by Discovery Inc.

As a member of the UT family, you will be surrounded by top-notch faculty, staff, and students from around the world. You will be part of a diverse campus community that is passionate about changing the world and cheering for the Vols on game day.

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