Administrative Associate, Office For Urace

Administrative Associate (Administrative Associate 3 – MR06 )
Office for Undergraduate Research and Creative Endeavor (URaCE)
University of Tennessee, Chattanooga
The Administrative Associate provides administrative support to the Office for Undergraduate Research and Creative Endeavors (URaCE).
Primary Responsibilities
Administrative Support

• Drafts correspondence on behalf of the director or program administrator
• Provides support for organizing and maintaining departmental mailboxes
• Maintains office inventory
• Provides front-line customer service as the face of the office
• Works with the program administrator and director to distribute program and event recruitment
• Assists program administrator with planning documents
• Provides administrative support for recruiting events, orientation, fairs, workshops, and conferences
• Organizes and creates documents, reports, and data
• Answers phones and responds to email inquiries in a timely manner
• Maintains or creates documents needed for operational procedures including help documents, instructional manuals, etc.
• Sorts, files, creates, and updates communications for supervisor to review
• Provides support to the director and program administrator, responsibilities include: s chedules meetings, prepares meeting materials, and assists with events; p rovides administrative support for scheduled meetings as necessary; a rranges and assists with travel including itinerary creation and management; and m anages the director's calendar and coordinates with other staff

Accounting Support

• Processes and arranges student support initiatives that provide financial support
• Coordinates onboarding of new employees and helps deliver training
• Prepares and processes travel authorizations, travel reimbursements, purchase requisitions, and inter-department transfers
• Reconciles credit card receivables and processes deposits for department programs
• Initiates and enters information for Human Resources or student information systems
• Manages and processes travel authorizations, travel advances, travel reimbursements, and expense reports
• Reconciles monthly budget statements, ledgers, and expenditures in a timely manner following UTC accounting policies and procedures
• Helps prepare any promotional materials or hiring materials as needed
• Processes bi-weekly payrolls, assists with monthly payroll, and tracks all department invoices
• Assists with maintaining and reconciling department expenses, revenue, and restricted accounts
• Monitors UT record-keeping policies and manages file archiving or disposition for payroll files and general operational files

Program Support

• Provides administrative support for Office for URaCE programming including Spring Research and Arts Conference, URWSP, Summer Undergraduate Research and Professional Development Learning Institute, Virtual International Undergraduate Research Internship, UTC in Paris Program, International Research Internship Program in Vietnam, Cadiz International Research Program and other grant-funded department programs and initiatives
• Creates program reports as requested by Director
• Troubleshoots issues that may arise with day-to-day tasks or programs
• Prioritizes and self-manages workload to meet office goals and current objectives under general supervision
• Provides logistical support for meetings and events including reserving space and working with vendors as the main point-of-contact
• Seeks solutions to issues based on existing guidelines and researches new solutions when needed
• Performs additional duties as assigned
• Provides recommendations to improve office procedures and programs
• Tracks program participants and helps organize data

The Ideal Candidate Will Possess The Following

• Excellent, demonstrable computer skills in Word processing, spreadsheets, presentations, and database programs
• Excellent communication skills (oral & written), planning, problem-solving, analytical, organizational, and project management
• High proficiency and knowledge of MS Office programs including Word, Excel, PowerPoint
• Ability to be self-motivated to perform job duties in an accurate and timely manner
• Ability to manage a significant volume of transactions and juggle multiple tasks
• Event planning experience
• Independent judgement and critical thinking skills
• Advanced computer and advanced data analysis skills
• Ability to influence and build working relationships among a diverse workforce at all levels
• Ability to work under pressure to meet non-negotiable deadlines
• Superior customer service skills
• Ability to prioritize tasks based on current deadlines and office goals

Review of applications will begin June 19, 2023 and continue until the position is filled. Applications received bythis datewill receive priority consideration. For full consideration please include a resume and cover letter.
Benefits Of Becoming a UTC Moc
Why Choose Chattanooga?
Minimum Qualifications: Typically requires a high school diploma and four years of relevant experience, or an equivalent combination of education, training, and experience.
Preferred Qualifications: Bachelor’s degree and f our years of experience in office administration with accounting experience is preferred.
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.
Job
Other Admin Asst/Secr/Clerical
Primary Location
US-Tennessee-Chattanooga
Organization
Vc Research/Dean Grad School
Schedule
Full-time
Campus/Institute
Chattanooga
Job Posting
May 18, 2023, 4:42:22 PM