Administrative Aide - Admin College Of Pharmacy

Market Range: 04
Minimum Hiring Salary: $17.51/Hourly
JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Aide serves as administrative, clerical, and bookkeeping support to assigned faculty, staff, and students in the College of Pharmacy. This position acts as a subject-matter expert for human resources matters for the college, i.e., assists with various projects, performs data entry, ordering, payables, inventory and other duties as assigned, to include faculty recruitment if needed.
Duties And Responsibilities

• Prepares purchase requisitions, asset numbers and NCJs for equipment and supplies.
• Conducts onboarding for new hires, processes terminations and exit clearances for personnel leaving the University, and assists the departmental support person with faculty hiring process.
• Secures packing slips; prepares documents for shipping and distributing mail; receives supplies and distributes to the respective faculty and research staff.
• Works with faculty and staff to identify maintenance issues with the building. Initiates work orders in Archibus for repairs. Ensures identified issues are resolved and follows up with facilities maintenance.
• Orders office and lab supplies including computers, printers, and research equipment.
• Assists in providing monthly expenditures and other reports to faculty, securing faculty signatures after review and approval.
• Provides administrative support to faculty members, staff, research technicians, graduate students, and postdocs.
• Provides UT policy and procedure information to faculty and students. Maintains filing system.
• Facilitates the human resource needs for the College of Pharmacy including create or change positions in system, assists hiring department with applicant tracking system, and process new hire paperwork including Visas.
• Reviews and reconciles monthly ledgers for accounts. Prepares and enters invoices for payment; verifies and reconciles department procurement card; prepares internal transfer voucher.
• Prepares organizational memberships and subscriptions; prepares conference registrations.
• Prepares travel requests and travel expenses.
• Performs other related duties as assigned.

Job
Other Admin Asst/Secr/Clerical
Primary Location
US-Tennessee-Memphis
Organization
Admin-College Of Pharmacy
Schedule
Full-time
Campus/Institute
Memphis
Job Posting
May 26, 2023, 10:51:11 AM
Minimum Requirements
EDUCATION: High school diploma or GED. (TRANSCRIPT REQUIRED)
EXPERIENCE: Three (3) years of experience in an office environment. (Experience working in the UT System, with IRIS and Human Resource experience is preferred) .
Knowledge, Skills, And Abilities

• Excellent interpersonal skills that facilitate effective relationships with faculty, staff, students, and constituents of the college.
• Ability to multi-task and meet short and long-range deadlines.
• Strong computer skills, including knowledge of Word, Excel, and Adobe.
• Excellent written and oral communication skills enabling interactions with diverse groups of faculty, staff, and students.
• IRIS proficiency/skills or willingness to learn IRIS.
• Ability to initiate tasks and work independently of supervision.
• Good organizational, problem-solving, and time management skills are necessary.
• Previous knowledge of human resource procedures.