Administrative Associate 4- Surgery- General
University of Tennessee, Knoxville
Memphis, TN
Full-time
Administration / Clerical
Posted on April 11, 2024
Pay Grade: 08
Hiring Range: $21.69 - 26.96/Hourly
JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Associate 4 provides effective management of the administrative office of the Chair, Department of Surgery. Responsibilities include developmental activities designed to increase contributions/efficiency of the Department of Surgery and enhance public relations.
DUTIES AND RESPONSIBILITIES:
1. Provides administrative support to the Chair by ensuring efficient operation of the administrative office.
2. Set up meetings, schedules appointments, and maintains calendars as assigned. Coordinates electronic scheduling of conference rooms; readies conference rooms for meetings by establishing Zoom and conference calls; ensures all equipment is functional.
3. Coordinates Chair’s travel, including air travel reservations, hotel reservations, and car service or rental; provides trip folders for travel including hotel, car, maps, and registration information and detailed itineraries; processes Chair’s expense reimbursement forms in a timely and accurate fashion.
4. Attends meetings, compiles minutes, creates priority steps and provides feedback and reminders, as needed, to attendees.
5. Provides administrative support for all faculty searches.
6. Coordinates with Equity and Diversity and the Dean’s office to ensure all policy is followed.
7. Works with the search committee to coordinate official visits for interviews, including making all travel arrangements with candidates and setting up travel forms on Concur; schedules interviews and makes itinerary.
8. Prepares, coordinates, and develops all visa documentation for foreign national faculty; ensures timely and accurate processing. Routes completed documents to the office of record.
9. Calculates and processes relocation reimbursements for faculty.
10. Plans and coordinates the department events and functions including dinners, receptions, and functions.
11. Handles the travel and entertainment arrangements for designated faculty, staff, and official guests.
12. Assembles promotion and tenure reports, ensuring all deadlines are met.
13. Performs other duties as required.
Qualifications :
MINIMUM REQUIREMENTS:
EDUCATION: Bachelor's Degree in Business or related field ofstudy(TRANSCRIPT REQUIRED)
EXPERIENCE: One (1) year of administrative experience; OR a combination of related college course work in an academic or business setting and experience to equal nine (9) years. (Previous experience in academic institutions is preferred.)
KNOWLEDGE, SKILLS, AND ABILITIES:
- Ability to work independently with honesty and integrity.
- Extensive experience using Microsoft Word, Excel, PowerPoint, and Outlook.
- Excellent written, interpersonal, and critical thinking skills.
- Ability to maintain discretion in identifying and processing sensitive and confidential information/assignments.
- Ability to compose and edit documents for content, grammar, punctuation, and format for concise and accurate documents.
- Ability to work under pressure and time constraints while handling changing priorities/deadlines to complete assigned tasks.
- Ability to maintain flexibility to complete assigned tasks and assist the Chair in a multitasking work environment.
