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Admin Services Assistant

Employer
The University of Tennessee, Knoxville
Location
Knoxville, TN

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Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Description
Admin Services AssistantThe primary responsibility of this position is the administrative support for Physics & Astronomy graduate program, planning and execution of departmental events, maintaining department mail room, office supplies, and classroom supplies and general distribution of information to various levels within the department.



Qualifications
Job Function/Responsibilities:

Administrative support for Physics & Astronomy graduate school which includes:

  • Creating and managing offer letters to potential graduate students.
  • Maintaining database of graduate student information and progress.
  • Track qualifying test results and communication to graduate students.
  • Schedule and track Speak Test results for foreign graduate students.
  • Daily support and communication to graduate students.
  • Communication of deadlines and requirements for graduate students and tracking these requirements.
  • Arranging college visits for potential graduate students.
  • Manage GTA and GRA office space assignments
Office administrative responsibilities:

  • Ordering of office supplies and classroom supplies
  • Maintaining of mailboxes and organization of mail room.
  • Checking classroom to ensure instructors have white board markers, erasers, cleaners, etc.
  • Mail distribution
  • Shipping of overnight packages
  • Special parking permits for visitors
  • Communicate any maintenance issue to Facilities Services or the Copier Company.
Accounting:

  • Request and track costs for special events.
  • Maintain records of overnight shipping and ensure charges are made to correct account.
  • Maintain and report procurement card purchases for events, etc.
  • Enter invoices for events or departmental expenses.
Academic Support:

  • *Assist student's (both graduate & undergraduate) with class schedule issues.
  • *Process and track Curriculum Exception Requests.
  • *Assist with Banner class entry when needed.
  • *Assist Associate Department Head with ACCESS program which tracks departmental goals.
Knowledge, Skills, and Abilities:

  • Ability to multi-task.
  • Possess high level of professionalism.
  • Excellent organization skills.
  • Proper English, letter writing skills, and ability to proofread.
  • Knowledge of event coordination and execution.
  • Ability to handle confidential information properly.
  • Strong knowledge of Microsoft Office software.
  • Must have the ability to meet deadlines and be goal oriented.
Required level/type of experience and/or years of experience:

  • High School Diploma with at least 3 years office experience. or Associates Degree and 1 year office experience.
Preferred level/type of experience and/or years of experience:

  • 1 year experience in event planning.


Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Physics
Schedule: Full-time
Job Posting: May 23, 2022, 2:55:19 PM

Organization

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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