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Animal Sciences Administrative Specialist

The University of Tennessee, Knoxville
Knoxville, TN

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Administrative Assistant – Animal Science

This position that will administrative and clerical support to the department head, faculty, and staff of Animal Science. It is responsible for all human resource actions within the department and may supervise designated personnel and/or departmental operations. 


Provides administrative and clerical support to the Department Head of Animal Science.

    Manages Department Head's calendar, which often requires coordination with other faculty/staff & Dean's officesSchedules and organizes virtual and in-person meetingsCoordinates travel plans and creates itineraries for Department Head and guests (interview candidates, etc.) and processes post-travel expenses in ConcurProvide administrative support for a program of activities that meets the needs of all eligible clientele regardless of race, color, national origin, age, sex, sexual orientation, gender identity, disability, religion or veteran statusPerform specialized duties according to program guidance and university established practices, which may include compiling data, data analysis, and document preparationWorks with time-sensitive and confidential materialsCreates, updates, and submits communication materials for reviewRecords and distributes meeting minutesOversees all non-accounting departmental operations assuring policy and procedural compliance.Maintain departmental Email group listsAssists Department Head with various committee activities as necessaryPerform records management and maintenanceProvides backup customer service support for department (greeting visitors, answering phones, responding to email inquiries, distributing mail, approving room reservations, vehicle and equipment checkout, etc.).Supervises Administrative Support Asst II positionSupervise student workers including determining work assignments
HR and Operational business activities

    Coordinates onboarding of new employees, including working with the Center for Global Engagement and preparing materials to request J1 and H1-B visas for visiting scholars and other international hiresProvides support for searches (faculty and staff).Assist faculty completing Dossier, Enhanced Review, and Promotion & Tenure packets; manage upload of material to SharePointCompose, process and track information, documents, and materials necessary for faculty and staff position searches via OED, Taleo, Interfolio; maintain SharePoint sitesMaintain knowledge and understanding of UT HR policies and proceduresAssist with annual evaluations of faculty, ensuring materials are up to date,Manage HR personnel records, search and hiring recordsVerifies and coordinates appropriate insurance coverage on temporary employees that qualify or are required to carry insuranceAssists employees with general HR questions; may direct employee to correct department for additional answersWorks closely with Business Manager regarding funding changes and other related items
Knowledge, Skills, and Abilities:

    Strong interpersonal skills and professionalism; Excellent written and verbal communication skillsStrong knowledge and proficiency with office software programs including Outlook, Word, PowerPoint, Adobe, etc. Ability and willingness to learn new skills as necessaryExcellent organizational and time management skills with demonstrated ability to multi-task and meet multiple deadlinesDemonstrated attention to detailAbility to exercise good judgment, confidentiality, and discretion in the performance of all work assignmentsAbility to develop and maintain positive working relationships with diverse audiences including deans, department heads, faculty, staff, studentsDemonstrated ability to exercise initiative for problem solvingDisplay flexibility in adapting to changing conditions
Preferred Knowledge, Skills, and Abilities:

    Software proficiencies, including SAP/IRIS, Outlook, Taleo, Interfolio, Zoom, Concur, Adobe, SharePoint, PublisherExperience and knowledge of the University of Tennessee policies and procedures

High School. 5 years of experience in an administrative office environment.

Preferred Education/Experience:

Associate degree and 4-5 years of administrative assistant experience. 


  Other Admin Asst/Secr/Clerical 

Primary Location



Animal Science



Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Animal Science - Res
Schedule: Full-time
Job Posting: Oct 28, 2022, 12:18:45 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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