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Administrative Associate - College of Arts & Sciences

The University of Tennessee, Knoxville
Knoxville, TN

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Job Details


Administrative Associate – College of Arts & Sciences

Arts & Sciences Administration

Full-time, Non-Exempt, MR04, Salary DOE&Q


The College of Arts and Sciences (CAS) seeks an Administrative Associate to provide essential administrative and clerical support to the CAS Associate Deans.  Under supervision of the Senior Personnel Specialist, this position supports the College administrative team in providing support to faculty, staff, students, and visitors.  In addition to managing the room reservation calendar for college-managed conference rooms, this position will manage the calendars and appointments for all associate deans.  This position will complete diversified tasks in a complex and fast-paced environment.



Administrative Support

§  Manage calendars for all associate deans by acting as the point of contact for scheduling and managing activities/appointments, locating and reserving appropriate space and technology, RSVPs, and attendee needs. 

§  Provides meeting support to associate deans by scheduling meetings, reserving meeting rooms, or setting up Zoom/conference calls, preparing agendas, communicating with attendees, attending, taking notes, and providing follow-up administrative work.

§  Uses judgment and independence to make changes to the schedule and matters of the associate deans.

§  Draft correspondence as requested.

§  Supports CAS main office needs, supporting staffing in that area, providing information to faculty, staff, and visitors.

Coordination of Faculty Activity Processes

§  Coordinates the Annual Program Review process for CAS departments.

§  Coordinates various college-wide faculty elections.

§  Coordinates nominations for various CAS awards, sends invitations to committee members, forwards copies of nominations, and sends letter of notification of awards.

§  Gathers, manages, and analyzes data regarding faculty activities and performance relative to the CAS and University goals; communicates the results to appropriate constituencies.

HR and Financial support

§  Supports the CAS HR team and, specifically, the Senior Personnel Specialist in efforts to efficiently process requests submitted in Interfolio.

§  Provides backup support to HR team for personnel transactions, as needed.

§  Provides backup support to financial team for invoice processing and travel processing, as needed.





§  High School diploma.

§  Two years of relevant administrative support experience.


§  Bachelor’s Degree.

§  Experience in higher education.


Knowledge, Skills and Abilities (KSAs):


§  Excellent interpersonal, written, and oral communication skills.

§  Ability to work with a broad spectrum of constituencies.

§  Excellent problem-solving ability.

§  Ability to be discreet in handling confidential information.

§  Strong organizational skills.

§  Ability to gather and analyze data.

§  Knowledge of Microsoft Office and Adobe.

§  Ability to take minutes that would be subject to legal review.


§  Knowledge of and experience with IRIS and human resources.

§  Knowledge of University of Tennessee policies and procedures.

§  Knowledge of Blackboard or Canvas.

Application Process:

For full consideration, interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for three professional references.

The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. Screening of applicants will begin immediately and will continue until the position has been filled.

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Administration-Arts & Sciences
Schedule: Full-time
Job Posting: Jun 12, 2024, 8:23:54 AM


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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