Administrative Associate Department of Industrial and Systems Engineering UTK at University of Tennessee

DescriptionReporting to the Business Manager for the Industrial and Systems Engineering Department the Administrative Associate will serve as the initial point of contact for the department. The Administrative Associate will greet welcome and direct visitors to the department and will handle department communications by telephone and through department email. The Administrative Associate will coordinate and perform academic services including holds adjustments maintain timetables room assignments and compiling support data analytics. The Administrative Associate will provide record-keeping related to all departmental activities and will provide procurement services to the department by holding the department credit card and handling ordering for faculty and staff. The Administrative Associate will plan and coordinate department meetings and events including securing venue ordering food managing guests program and event timelines.ResponsibilitiesAdministrative Functions:Greet welcome and direct visitors to the departmentAnswers departmental phones and maintains department email and social media accountsMaintains proper files and record retention for active departmental accounts and other files as needed for complianceProvide administrative support to department staff; helps maintain calendars accurately schedules appointments assists with travel arrangementsProcess incoming packages and mail; enter receipting; inform recipients of deliveryCoordinates with College on overall communication strategies and maintains department bulletin boards communication monitors calendars website etc.Department coordinator for Promotion and Tenure activities in Interfolio and other Interfolio cases as neededAcademic Coordination:Assists faculty and students with registration issues (adding dropping lifting holds errors etc.)Assist with reporting related to academic programInputs semester timetables changes in Banner and updates as neededWorks with Registrars office to ensure instructional room scheduling each semesterAssist faculty with textbook orders through UT bookstore or other vendorsServe as point person for academic issuesManage SAIS data as needed for department head and faculty review processesAssists Director of Cohort program and Graduate Program coordinator with academic issues as neededAssists with collection of ABET and other accreditation materials as directed by department accreditation POCWorks with graduate school for student records and student formsWorks sends out exit interview forms and schedule interviews with graduating students and DH at end of each semesterProcurement:Provides purchasing support services for department orders including equipment office supplies lab supplies classroom supplies etc.Obtains and uses departmental Procurement card (P-card) and travel card for procurement needs and follows policies as applicable for bothObtains approval from faculty for orders charged to sponsored projects and manager approval for general orders prior to purchaseConfirms delivery setup and insurance requirements for product orders. Requisitions purchase orders.Works with Financial Assistant to get asset numbers for equipment purchases.Serves as point of contact for delivery and validates receipt of packing slip.Maintains equipment checkout forms and assists with annual inventory.Event Coordination:Orders food for department meetings and events and ensures delivery/setup when neededEnsures event space is clean and orderly after department useAssists with room reservation systems for JDT 500 and other ISE shared conference spacesCoordinates and assists all major department events (annual banquet holiday party student welcomes etc.) including securing venue ordering food managing invitations/RSVPs audio/visual program and event timelineAssists with faculty candidates and seminar speaker scheduling and itinerariesAssists department head in scheduling and organizing spring and fall faculty retreatsOther tasks:Orders keys and building card access for faculty staff and studentsMaintains student desk assignments in graduate student officesRepresent department on TSAC committee as part of staff rotationMaintain department spaces including conference rooms student areas and loungeParking representative for departmentAssists faculty staff and students with other tasks as assigned by supervisor or department headQualificationsRequired QualificationsEducation:High School DiplomaExperience:Two to three years of office administration experienceEvent coordinating or planning experienceKnowledge Skills Abilities:Excellent communication customer service and organization skills.Ability to multi-task and work independently.Ability to prioritize a heavy work load.Excellent organizational and time-management skills.Ability to multi-task and prioritize tasks based on needs of others and with time-sensitive deadlines.Ability to work autonomously as well as within a team environment.Sound interpersonal and communication skills.Working knowledge of Microsoft Office.DependablePreferred QualificationsEducation:Associates degree or Bachelors DegreeExperience:Four to Five years of office administration experienceExperience working in an academic environment preferably at a college or universityKnowledge Skills Abilities:Working knowledge of UT fiscal and HR policies and proceduresKnowledge of enterprise applications such as Oracle and BannerWork LocationLocation: Knoxville TNOnsiteCompensation and BenefitsUT market range: MR05Anticipated hiring range: $47000 - $490000Find more information on the UT Market Range structurehereFind more information on UT BenefitshereApplication InstructionsTo express interest please submit an application with the noted below attachments.ResumeCover LetterList of 3 Professional ReferencesAbout The DepartmentThe Department of Industrial and Systems Engineering (ISE) at the University of Tennessee Knoxville (UTK). The ISE Department offers BS MS and Ph.D. degrees in Industrial Engineering and MS and Doctor of Engineering degrees in Engineering Management. The Department currently has 13 tenured or tenure-track faculty members and an enrollment of more than 560 students including 268 UG 172 MS and 121 Doctoral students. The annual externally funded research expenditure is more than $5.4M. The department was ranked 26th among all public institutions in the 2025 U.S. News Best Graduate School Ranking. For additional information about the Department please visit Experience:IC Key Skills Marketing & Promotions,Attorney At Law,Jni,Airlines,Art Employment Type : Full-Time Experience: years Vacancy: 1