Administrative Associate, Department of Civil and Chemical Engineering

Administrative Associate (Administrative Associate 3 – MR06) 
Civil and Chemical Engineering Department 
University of Tennessee at Chattanooga

The Administrative Associate provides administrative support and budget assistance for two programs located in one department (Civil and Chemical Engineering). The position is often the first point of contact for visitors and community professionals. In addition, this position oversees the daily operations of the office independently. The department consists of the following\: Department Head, 10 faculty, 3 staff, and adjunct faculty.

Duties and Responsibilities:

Department Head Support

Works closely with the Department Head and keeps his calendar; responds to requests and follows up with others on behalf of the department head; advises department head of items of importance for meetings; reviews all incoming emails and alerts the Department Head when it is important, or action is needed; and assists in preparing all departmental reports and college reports required; prepares and/or provides forms, data, and compiles information for EDO, Cumulative Performance Review and Promotion & Tenure; prepares checklist and documents for Dean’s office approval; and extracts reports for faculty and department head from Argos/Banner for reporting, information and to contact students.

Maintains department course report and academic year files for accreditation; assists department head with ABET self-study for each 6-year evaluation period; assist with self-study/ABET requirements; coordinates visit arrangements with ABET, making hotel arrangements from visiting team, making event room/reservations/ordering food for visit, working with Department Head to contact alumni and industry partners, advisory board and developing visit schedule to include other campus departments, chancellor, provost, as directed.

Financial and Budget Support

Collect all timesheets and entry of time for graduate students, admins, undergraduate research assistants, and work-study students; reconciles monthly and biweekly payroll; data entry and processing of new employees, change of status/accounts, etc.; responsible for entering ADL forms (Additional Pay) for all faculty and department head; maintains, monitors, reconciles and manages 30 restricted, state and gift accounts each month; attends monthly meetings with Finance Manager and Department Head regarding budget issues and account maintenance; processes all transfer vouchers when necessary.

Provides monthly budget/expenditures reports; prepares and processes a high volume of T-4 reimbursements, mileage reimbursements, and invoices; responsible for all travel requests and travel reimbursements for faculty, staff, student organizations, and department head; orders all office supplies and other items as needed (e.g., lab and equipment supplies) utilizing the procurement card; procurement card reconciliation; and provides project management for external grants. Process purchase order requests and contract agreements as needed.

Office Management

Oversees office operations, supervises and develops procedures for office activities; supervises Work Study Student and provides hiring, guidance of office duties, timesheet approvals, entry, and submission; provides highly organized, proactive, anticipatory support for all aspects of the department’s work; serves as internal and external representative to all the department’s various constituents; submits key requests and work orders on behalf of the department obtaining necessary approvals; prepares office space when needed to include furniture, computer setup.

Assists with the hiring of new faculty hires; initiates new hire paperwork for new adjuncts and ensures required documentation is obtained; enters work orders through facilities when needed; assists the Dean’s office with special projects and information needed; and reserves classrooms and conference rooms.

Student Support

Emails student opportunities i.e. scholarships, internships, co-ops, and event announcements; Advises students and provides guidance in what the policy and procedures are within the University, directing them where they should go; processes requests for class overrides including working with students to determine reason for the override and gather necessary information; coordinates, with UTC Admissions, tours to CECS and makes appointments for prospective parents/students to meet with freshman/transfer advisor or appropriate person in college.

Maintains personnel and student files; processes hiring of students and enter bi-weekly timesheets; runs biweekly and monthly reports; and provides instruction to student assistants on necessary policies and procedures.  

Event Planning

Takes, prepares and distributes departmental meeting minutes and agenda; coordinates the meetings of two advisory boards, sets up and tears down room, arranges for audio visual/recording; orders food for departmental events and advisory board meetings; and coordinates with outside companies and organizations for events.

The ideal candidate will possess the following\:

• Advanced knowledge of Microsoft Office, Outlook, MS Word, Excel, PowerPoint, Visio.  
• Strong Ability to multi-task, remain flexible and composed in a fast-paced environment with constantly changing priorities, many interruptions, while working on multiple projects simultaneously.
• Accounting skills.
• Skilled in office procedures, researching resources, be a self-motivated learner, and work with a high degree of accuracy.
• Ability to work independently with minimum supervision.
• Require ability for occasional lifting, walking to/from campus buildings, setting up for events.
• Ability to work well with various groups of people.

Review of applications will begin December 13, 2024 and continue until the position is filled. Applications received by this date will receive priority consideration.

Minimum qualifications: High school diploma or GED, strong ability to multi-task and 5-6 years of administrative experience.

Preferred qualifications: 2 years of experience working in the education field; skilled in time management; and ability to grasp procedures and processes quickly and efficiently.

The University of Tennessee Chattanooga is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution. All qualified applicants will receive equal consideration for employment and will not be discriminated against on the basis of race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or protected veteran status.

The University of Tennessee is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution in the provision of its education and employment programs and services. All qualified applicants will receive equal consideration for employment without regard to, and will not be discriminated against on the basis of, race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status.

Inquiries and charges of violation of Title VI (race, color, national origin), Title IX (sex), Section 504 (disability), ADA (disability), ADEA (age), sexual orientation, or veteran status should be directed to the appropriate affirmative action office. Requests for accommodation of a disability should be directed to the campus ADA Coordinator.