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Administrative Associate 2
- 24000000P8
Travel and Event Planning Associate
Regular, Non-Exempt, Full-time, Market Range 04, biweekly
The position will be responsible for financial travel reimbursements for departmental employees, students, friends, and visitors; planning and executing departmental and undergraduate program events; monthly time entry; biweekly time reconciliation; terminations of monthly paid employees; and annual parking allocations. Cross-trained with co-workers to improve service to internal and external customers so essential tasks are managed even if the responsible employee is out of the office. Establish and maintain effective working relationships within and outside of Chemistry.
More Specific Responsibilities Include:
o Plan faculty, student, and staff travel by making travel and housing reservations, as well as coordinating entertainment and dining arrangements.
o Maintain current knowledge of all department, college, and university travel policies and procedures.
o In collaboration with the Business Office, oversee cost distributions and account charges to ensure travel expenses are billed correctly to the proper cost centers.
o In collaboration with the Business Office verify travel charges are available per rules and policies of specific grants and/or contracts involved.
o Apply graduate student travel awards by properly applying Graduate Student Senate guidelines and procedures.
o Secure university vehicles and monitor use by department employees, students, friends, and visitors.
o This excludes travel for Chem 501 course and Lind Lectures; except in cases where acting as back-up.
o Liaison between Chemistry travelers and the Treasurer’s Office.
o Distribute time sheets to department staff and collect and compile responses for supervisor approval.
o Enter non-working hours into IRIS on behalf of employees, including sick leave, annual leave, FML, etc.
o Reconcile errors and corrections in time by communicating both with employee and supervisors to ensure accurate pay and leave balances.
o Maintains an understanding on policies and procedures regarding all paid leave categories.
o Terminations of monthly paid employees. Keeps track of temporary employee end dates and guides employees through both the termination and online exit processes.
o In collaboration with co-workers, receive and route phone calls, direct visitors, and address issues in professional and friendly manner to represent department values.
o Manage department parking needs, including distributing and monitoring use of special Orange Dot permits and creating parking requests for employees.
o Order special parking for visitors during department events, ensuring accurate account billing.
o Provide administrative support to the department, including proofreading and editing departmental documents, making facilities requests, reserving rooms and facility building access requests for event use, etc.
Requirements:
Preferred Experience:
The Department of Chemistry is the oldest PhD granting department at the University of Tennessee, Knoxville, offering the University’s first PhD degree in 1947. Our 25 faculty members (and growing) have research interests that span the traditional areas of chemistry and encompass new interdisciplinary fields such as materials chemistry, chemistry of the life sciences, and environmental chemistry. Our graduate PhD and MS programs are also growing and include people from diverse cultures, providing an international business environment.
Salary: The salary for this position is commensurate with experience and other qualifications and is accompanied by a standard University benefits package (see https://hr.tennessee.edu/benefits/). This is a regular, Non-exempt, full-time, market range 04, staff position.
Application Process: Please complete the on-line application for full consideration. Provide within the application file: cover letter, resume, and a list of at least three references (with current e-mail address and phone number/s) as single merged PDF document. One reference should be your current supervisor. A review of all applications will begin immediately and will continue until the position is filled.
Primary Location: Knoxville, TN USA
Organization: Arts and Sciences, Department of Chemistry
Schedule: Regular, Full-time, biweekly
Market Range: 04
Full Time
$41k-52k (estimate)
04/07/2024
05/22/2024
utk.edu
FARRAGUT, TN
7,500 - 15,000
1794
SHERRY BARR
$1B - $3B
The University of Tennessee is a public land-grant university headquartered at Knoxville. Founded in 1794, it is the flagship institution of the statewide University of Tennessee system with nine undergraduate departments and eleven graduate departments and hosts more than 26,000 students from all 50 states and more than 100 foreign countries. In its 2009 ranking of universities, U.S. News & World Report ranked UT 118th among national universities and 52nd among public institutions of higher learning. Its ties to Oak Ridge National Laboratory, established under UT President Andrew Holt and con...tinued under the UT-Battelle partnership, have positioned the University as co-manager and allow for considerable research opportunities for faculty and students enjoyed by few other institutions of comparable standing. Also affiliated with the University are the Howard H. Baker, Jr. Center for Public Policy, the University of Tennessee Anthropological Research Facility, and the University of Tennessee Arboretum, which occupies 250 acres of nearby Oak Ridge, Tennessee and features hundreds of species of plants indigenous to the region. The University is a direct partner of the University of Tennessee Medical Center, the only Level I trauma center in the East Tennessee region and a self-proclaimed 'teaching hospital' due to its aggressive medical research programs and position as the primary career destination for most medical school graduates of the University of Tennessee Health Science Center at Memphis.
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