The Administrative Assistant III is responsible for serving as the department's front-line person to provide customer service to incoming students, faculty, staff, and community. This position will hire, train, and supervise student workers (Federal Work Study and/or Academic Service) and assist with maintaining budgets (Advisement, Student Success, and UC Foundation) to include auditing, budget requisitions, ledger and procurement card reconciliations and reports, processing travel documents, reimbursements, and ordering supplies with the procurement card for the department. The Administrative Assistant III is also responsible for the processing of payroll for the Center for Academic Support and Advisement as required: biweekly payroll for approximately 70 part-time student employees and one full-time staff member; monthly payroll for 14 full-time staff members. This position will provide clerical support for the director, assistant directors, and 11 professional academic advisors as well as other assignments as needed by the department.
Represent the Advising Office
Welcome and assist students, parents, University personnel, and the public by answering questions and providing direction; serve as a gatekeeper to the department by providing adequate information to all who call or visit the office; check-in students for appointments when a student worker is not in the office; and contact local and nationwide businesses for purchases and reimbursements.
Schedule rooms for meetings; order supplies and materials; oversee office inventory; maintain main office phone line; manage travel requests and arrangements; assist with New Student Orientation preparations; and assist with the process of hiring and terminating employees in IRIS.
Budgeting and Fiscal Assistance
Daily maintenance, auditing, and assistance for the following budgets: Advisement, Student Success, and UC Foundation; processing invoices, purchase orders, Non-Competitive Justifications and Requests for Proposals; enter time for payroll of monthly and bi-weekly full time staff and student workers; enter time for programs that require additional pay such as Freshman and Transfer Orientation; and handle travel advances and reimbursements for office staff.
Supervise, hire, and train students workers (4); set work schedules for student workers to provide adequate coverage of the reception area during peak appointment times and when the Administrative Assistant is away from the office ; conduct evaluations of student workers, per a condition of the student's participation in the student worker program; and monitor hours worked to ensure students work the required hours, not to exceed the set number of hours allowed per semester.
The ideal candidate will possess the following:
Excellent oral and written communication skills
Excellent interpersonal skills
Above average computation and keyboard skills
Ability to operate a computer
Ability to use Microsoft Office suite
Review of applications will begin on February 8, 2021 and continue until the position is filled. Applications received bythis datewill receive priority consideration.
Internal Number: 211266
The University of Tennessee at Chattanooga is an engaged, metropolitan university committed to excellence in teaching, research, and service, and dedicated to meeting the diverse needs of the region through strategic partnerships and community involvement.