Administrative Staff Assistant - Accounting & Information Management Dept: Haslam College of Business
University of Tennessee, Knoxville
Knoxville, TN
Full-time
Administration / Clerical
Posted on May 21, 2024
Administrative Staff Assistant - Accounting and Information Management Department
Haslam College of Business
Regular Full-Time, Market Range 4
The Haslam College of Business (HCB) at the University of Tennessee, Knoxville, invites applications for an Administrative Staff Assistant (Full-time, Non-exempt) in the Accounting and Information Management (AIM) department. Reporting to the Assistant Department Head, this position exists to take a lead role in executing various daily operational activities of the office, particularly tasks related to clerical/administrative assistance to department faculty and student organizations (as well as administrators when the lead staff person is not available). This staff person also participates in the planning and execution of departmental events, supports alumni/recruiter/guest relations, and supervises/coordinates student office worker personnel.
Qualifications :
Responsibilities:
- Manage daily operations of department with emphasis on providing assistance to faculty, senior administrative personnel, and student organizations. Key operational tasks include (but are not limited to):
- Create travel requests and processing travel reimbursements for faculty
- Keep faculty informed about fiscal and travel policies and enforce compliance
- Maintain travel expense data
- Supervise student workers
- Assist with graduate and undergraduate program activities
- Support student organization projects and events
- Process department invoices and petty cash
- Coordinate conference room space and room reservations
- Maintain computer inventory records
- Monitor supply/equipment inventory
- Proctor quizzes/exams when needed, including delivering exams to SDS when requested
- Supervise new employee on-boarding process
- Other duties as assigned
- Welcome guests and maintain relationships with key external parties (e.g., alumni, recruiters, guest speakers). Key relationship building tasks include (but are not limited to)
- Make travel arrangements and process travel reimbursements for guest travelers
- Order parking passes for guests as needed
- Respond to telephone, email, and in-person department inquiries from students, staff, faculty, alumni, and others as appropriate
- Continuously monitor and update AIM Alumni Linked In page
- Maintain current alumni data
- Assist lead department staff person with planning and execution of department special events. These events typically include Advisory Roundtable, Meet the Firms events, Student Stars/Recognition events, Field Day and other student engagement activities, Annual Alumni Tailgate, Annual Alumni Banquet, Discover Accounting and other events for high school students, Tennessee Accounting Research Symposium, and Neel Corporate Governance Center events, and other special events as needed by the Department.
- Required Qualifications and Experience:
- High school diploma required
- Minimum 5 years of customer service experience
- Desired Qualifications and Experience:
- Associate’s degree preferred
- Experience working with diverse populations
- Working knowledge of university policies, procedures, and systems
- Experience in an academic administrative atmosphere strongly desired
- Experience in organizing and managing functions and events that promote the department, college and university
- Experience handling multiple requests from multiple constituents simultaneously
- We are looking for a service minded, detailed oriented, dependable staff professional who is able to work individually and as a team member. The employee should have a proactive mindset and possess strong communication and interpersonal skills.
- Required:
- Extensive knowledge and overview of department and programs, and university policies and procedures
- Strong computer skills, particularly with personal productivity software (word processing, email, spreadsheets, web browsers, file sharing sites, electronic meeting software such as Zoom and Microsoft Teams) and UT's administrative system (currently IRIS)
- Excellent interpersonal, written and communication skills
- Ability to produce high quality, corporate quality and professional work and to deliver upon commitment
- Ability to manage change and be flexible in an ever-changing and fast paced academic environment
- Excellent organizational and time management skills with attention to detail (with minimum supervision)
- Ability to document work processes and to communicate work progress/updates in writing
- Ability to be a self-starter, willing to take initiative
- Ability to maintain confidentiality in job role
- Preferred:
- Ability to learn new technologies, systems and procedures as needed. Ability to work autonomously or effectively in a group.
The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. Screening of applicants will begin immediately and will continue until the position has been filled.
Interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for 3 professional references.
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