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Administrative Associate II

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Job Details

Description
Administrative Associate II - Modern Foreign Languages and Literatures

Regular, Full-time, Market Range 04

Under the general supervision of the Business Manager, the Administrative Associate is responsible for providing assistance to approximately 50 lecturers, materials management/purchasing, event coordination and supporting the department's general administrative needs for a large and linguistically diverse academic unit comprised of roughly 130 professors, lecturers, GTAs, student workers and staff.



Qualifications
Lecturer Coordinator

• Compose Recommendation for Faculty Appointment (RFA) packets for Lecturers

• Completion of annual Non-Tenure Track Faculty Promotion process

• Responsible for New Hire Paperwork for Lecturers; Preparation of H1-B Visa Applications, as needed

• Enter Lecturer Personnel Change and Position Change Transactions in IRIS

• Submission of Annual Reviews to the Annual Performance and Planning Review website

• Manages Lecturer office space assignments; Submits requests to University Lock and Key Services

Materials Management: Purchasing/Renovations/Surplus

• Responsible for utilizing the Departmental Purchasing Card to order books, supplies, furniture, etc.

• Manages office space renovations to faculty specifications

• Monitor and purchase office supplies, paper, toner, etc.

• Arranges for old/obsolete items to be sent to Surplus

Event Coordination

• Help coordinate events hosted by the MFLL department, including the Annual Departmental Award Ceremony

• Reserve event spaces on campus; Arrange for catering services

• Help publicize events through the University website, printed posters, digital media

Administrative

• Assist Guests, Students and Faculty coming into MFLL main office

• Answer main phone line, advise on the proper course of action and direct inquiries to proper person

 

Required:

Education:

High School Diploma

Experience:

Three years of office experience

Knowledge, Skills and Abilities:

Excellent communication and interpersonal skills

Exceptional knowledge of Microsoft Office, Outlook, Word, Excel and Adobe

Strong organizational skills and attention to detail

Strong listening skills

Excellent time management, ability to multi-task, and flexibility

Strong front-office skills and ability to represent a diverse and creative unit

Excellent typing skills

Ability to multi-task

Preferred:

Education:

Associate’s Degree

Experience:

Three to five years of academic office experience

Knowledge, Skills and Abilities:

Good working knowledge of IRIS

Familiarity with or ability to master UT policy and procedures

Ability to work independently



Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Modern Foreign Languages & Lit
Schedule: Full-time
Job Posting: Jul 21, 2022, 8:15:16 AM

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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