Administrative Support Assistant III - Administrative Associate III, MR06, 230000006B
Administrative Support Assistant III (Administrative Associate III – MR06), College of Arts and Sciences - 230000006B
Anticipated Hiring Salary: $37,000-40,000
The Administrative Support Assistant III provides support primarily for the Dean and the Dean's administration, but secondarily to Department Heads and Faculty and Staff of College of Arts and Sciences (CAS) who do business with the Dean's office.
Duties and Responsibilities:
Administrative Assistance to CAS Dean's office
Provides executive-level administration to the College of Arts and Science’s Dean, Associate Deans, Financial Manager, and Development Officer; manages the Dean's calendar, coordinates travel, manages the Dean's tasks, and coordinates confidential and sensitive communications among the Colleges, Departments, and campus administration officials; serves as the first point of contact for phone calls and drop-in visitors to the CAS office and manages activities and appointments between the office staff and other areas within the College and University; other support duties include recording and distributing official minutes of Department Head meetings; using Concur (or other travel management program) to make travel arrangements and process travel reimbursements for the office staff; submits work orders for CAS offices and other associated spaces; follows up on such work progress on behalf of the CAS Dean’s office as necessary; orders supplies if requested; and interviews, hires, trains, and supervises any student workers in the CAS office.
Liaison to campus and community constituents
Acts as a liaison for the Dean and College within the University and the community; prepares meeting agendas and other documents for meetings and presentations; serves on various academic committees as needed; makes travel arrangements (including flight, hotel, meals, and parking) for CAS guests and job candidates; prepare the Dean’s list information each term and disseminating letters and notifications; monitors contributions to CAS and assists with donor relations and thank you letters; coordinates CAS student scholarship applications (i.e., collecting and preparing student application materials for committee review, working with Financial Aid to identify student eligibility and communicate award details, preparing the list of student awardees, and notifying applicants of their application award/rejection status); assists with training new hires in other administrative positions within CAS; and oversee changes to the CAS website and ideally would be trained to make minor changes in collaboration with Marketing and Communication.
CAS Events
Receives and processes emails about events held by all CAS departments and maintains a calendar on the CAS website with event details; manages CAS space resources (such as conference room schedules) and submits space requests for CAS functions; helps plan and execute CAS Dean’s office events (Spring Awards Ceremony, Convocation, new faculty luncheon, etc.); organizes catering for job candidate visits, guest visits and other CAS events as needed; coordinates technology needs with Information Technology.
Special Projects
Assists with CAS assessment projects, such as enrollment trends, student performance indicators, faculty workload, and other tasks as assigned that require Excel skills and FERPA-protected, confidential data; and assists other CAS office personnel with assembling information for marketing and communication, including Method Magazine.
Personnel Management
Collects materials for tenure and promotion and post-tenure review processes and ensures that all materials are complete and formatted correctly; serves as a liaison with faculty records for personnel data; keeping up-to-date records on personnel promotion schedules, deferments, and new ranks achieved; updates the CAS email listserv as personnel join or leave the university; and provides support for graduate assistantship paperwork and processes.
The ideal candidate will possess the following:
- Advanced technical and computer skills to support administrative functions including MS Office Suite with emphasis on Word, Excel, Outlook, database skills, electronic calendar management, various video conferencing applications such as Zoom.
- Ability to prioritize tasks, work independently, and pay attention to detail.
- Ability to provide high quality customer service and to operate with discretion and courtesy.
- Strong communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing, with excellent editing and proofreading ability.
- Ability to maintain a high level of confidentiality.
Review of applications will begin February 15, 2023 and continue until the position is filled. Applications received by this date will receive priority consideration.
In order to be considered for candidacy, applicants must submit a cover letter and resume in addition to the online application.
Minimum Qualifications: High school diploma or GED and four years of administrative experience.
Preferred Qualifications: Bachelor’s degree and 5 – 10 years of administrative experience.
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.
