Administrative Specialist

University of Tennessee Heal Science Center

Knoxville , TN

ID: 7110195
Posted: September 9, 2022
Application Deadline: Open Until Filled

Job Description

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 offices
Schedules and organizes virtual and in-person meetings
Coordinates travel plans and creates itineraries for Department Head and guests (interview candidates, etc.) and processes post-travel expenses in Concur
Provide 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 status
Perform specialized duties according to program guidance and university established practices, which may include compiling data, data analysis, and document preparation
Works with time-sensitive and confidential materials
Creates, updates, and submits communication materials for review
Records and distributes meeting minutes
Oversees all non-accounting departmental operations assuring policy and procedural compliance.
Maintain departmental Email group lists
Assists Department Head with various committee activities as necessary
Perform records management and maintenance
Provides 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 position
Supervise 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 hires
Provides support for searches (faculty and staff).
Assist faculty completing Dossier, Enhanced Review, and Promotion & Tenure packets; manage upload of material to SharePoint
Compose, process and track information, documents, and materials necessary for faculty and staff position searches via OED, Taleo, Interfolio; maintain SharePoint sites
Maintain knowledge and understanding of UT HR policies and procedures
Assist with annual evaluations of faculty, ensuring materials are up to date,
Manage HR personnel records, search and hiring records
Verifies and coordinates appropriate insurance coverage on temporary employees that qualify or are required to carry insurance
Assists employees with general HR questions; may direct employee to correct department for additional answers
Works 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 skills
Strong knowledge and proficiency with office software programs including Outlook, Word, PowerPoint, Adobe, etc.
Ability and willingness to learn new skills as necessary
Excellent organizational and time management skills with demonstrated ability to multi-task and meet multiple deadlines
Demonstrated attention to detail
Ability to exercise good judgment, confidentiality, and discretion in the performance of all work assignments
Ability to develop and maintain positive working relationships with diverse audiences including deans, department heads, faculty, staff, students
Demonstrated ability to exercise initiative for problem solving
Display flexibility in adapting to changing conditions
Preferred Knowledge, Skills, and Abilities:

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