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University of Tennessee, Knoxville · 1 day ago

Administrative Associate: Department of Sociology - UTK

Knoxville, TN

Full-time

Onsite

Entry Level

$39K/yr - $44K/yr

3+ years exp

The University of Tennessee - Knoxville is seeking an Administrative Associate for the Department of Sociology. This role involves providing financial, travel, and administrative support, managing departmental travel arrangements, and serving as a front-line customer service representative.

Higher Education

H1B Sponsor Likely

Responsibilities

Orders office supplies, books, technology, faculty services and memberships, etc. via purchasing cards and purchase orders, ensuring that p-card purchases are allowable and compliant with fiscal policy

Reconciles p-card purchase receipts with monthly statements and responds to audit requests

Management and payment of invoices

Purchase computer systems facilitated through the Computer Upgrade Program (CUP) and responsible for tracking expenses with budgets and providing reports and updates to the Business Manager

Responsible for petty cash reimbursement

Ensure that all department spreadsheets are kept up to date

Manage travel plans for faculty, staff, graduate students, and guests by coordinating with travelers to arrange trip details such as securing airline tickets, transportation and hotel reservations as well as coordinating entertainment and dining arrangements

Request missing information from travelers so that reimbursements can be efficiently processed

Ensure timely processing of requests and provide status updates to travelers

Enter expense receipts for traveler's reimbursement

Management and reconciliation of departmental travel cards for faculty and staff

Process student course add/drop requests

Assist with timetable setup

Responsible for enrollment management of courses; tracking enrollments to determine when classes should be canceled, when course caps should be increased, when additional sections may need to be requested, and when additional support may be needed for large enrollment courses as well as providing class rolls to instructors

Responsible for removing registration holds

Collect and maintain records of all course syllabi

Prepare itineraries and coordinate events for visiting prospective students

Provide support for graduate recruitment by answering incoming inquiries regarding graduate school requirements, policies, financial aid options, etc. and by selecting and purchasing items for recruitment/gift bags

Maintain, update, organize and secure all graduate records

Responsible for graduate student registration by assisting with applications, preparing graduate appointment letters, and tracking appointment acceptance information

Assist graduate committee with the review process

Responsible for processing application fee waivers in Slate

Responsible for welcoming guests as well as building and maintaining relationships with multiple stakeholders by providing excellent customer service via telephone, email and in-person

Provide support to the department head with scheduling, communications and other administrative tasks

Responsible for management and tracking of all department equipment inventory and completion of any requested inventory reports

Responsible for the supervision of work study students

Responsible for processing of all key and maintenance requests for the department including submission of key requests/returns as well as maintenance requests ensuring that requests were completed

Manage all department printers, copiers, etc

Coordinate parking allocations for faculty and staff

Compose, update and distribute email lists

Manage incoming/outgoing mail and packages for the department

Responsible for providing yearly space inventory

Responsible for annual Tech Fees

Assist Event Coordinator with event preparation and set up as requested

Qualification

Financial processingTravel managementCustomer serviceMicrosoft OfficeMulti-taskingInterpersonal skillsCommunication skillsTime managementAttention to detailTeamworkAdaptability

Required

High School Diploma with a minimum of 3 years of administrative experience

Knowledge of financial and/or travel processing

Strong customer service skills, attention to detail and time management

Excellent interpersonal, communication and writing skills

Skilled in Microsoft Office

Ability to multi-task and set priorities

Ability to work well with others

Ability to learn new skills and software, as needed

Preferred

Associate's degree with a minimum of 2 years of administrative experience and experience in higher education

Knowledge of UT policies and guidelines

Company

University of Tennessee, Knoxville

Glassdoor4.3

As the state’s land grant, research-intensive institution, the University of Tennessee, Knoxville, is a university that leads.

Founded in 1794

Knoxville, TN, US

10001+ employees

https://www.utk.edu

H1B Sponsorship

University of Tennessee, Knoxville has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (143)

2024 (100)

2023 (100)

2022 (83)

2021 (77)

2020 (108)