Job Description The Haslam College of Business (HCB) at the University of Tennessee, Knoxville, invites applications for an Administrative Associate (Full-time, Non-exempt) in the Department of Marketing. Under leadership of the Department Head and Assistant Department Head, this role functions as a vital member of the department's administrative team, providing broad, general support for effective operations. This role ensures successful execution of administrative tasks, coordinates ongoing department operations, and ensures adherence to all university and department policies and procedures. This role performs a wide range of administrative functions in the areas of office operations, events and logistics, HR, and financial support. The position is also cross-trained to back up other staff as needed.Responsiveness to all department internal and external stakeholders (faculty/staff/adjuncts, students, FIO, HCB Dean's Office, Development, UTK HR/Payroll, vendors, etc.) is key. This role participates in all HCB training and professional development, including but not limited to regular trainings/seminars by FIO and TIS. Responsibilities GENERAL ADMINISTRATIVE SUPPORT: Serves as primary provider of front-line customer service, greeting visitors, answering phones, and responding to a wide variety of email inquiries Researches and resolves issues, with general guidance and oversight from department leadership and/or Financial Information Office (FIO) Maintains office supply inventory Manages calendars and coordination with other staff as appropriate Informs department leadership of potentially controversial matters or other key issues, using discretion and maintaining confidentiality Prepares correspondence, documents, reports, or other materials for leadership and stakeholders Provides work direction to department student assistants HUMAN RESOURCES SUPPORT: Coordinates with department leadership and FIO on all aspects of faculty and staff searches, including but not limited to campus system initiations, required documentation, support of search committee, coordination of interviews or related hiring events, and finalizing hiring documentation Coordinates onboarding process of new hires, including but not limited to required documentation, facilities access, key requests, systems access, equipment, parking, etc. Coordinates HR related requests and processing, including but not limited to additional pays, recurring pays, cost distribution changes, position changes, etc. Manages all human resources issues related to doctoral students, including letters of admission, onboarding, scholarship requests, etc. LOGISTICAL SUPPORT: Schedules and organizes department meetings and events, adhering to all relevant fiscal policies Provides logistical support/coordination for effective planning and execution of meetings and events Interacts with supply vendors and serves as point of contact for department space, equipment, or facility issues Assists with department technology and AV needs, determining when to coordinate with TIS/OIT Manages use of and reporting for university dining cards, when applicable FINANCIAL SUPPORT: Assists with tracking of department expenditures, including but not limited to base funds, restricted funds, scholarships, and faculty spending accounts; assists with creating and maintaining status reports Manages travel on behalf of guest speakers, and ensures travelers are familiar with policy surrounding university-sponsored travel Provides verification and/or processing support for financial transactions, including but not limited to invoices, travel, payroll, procurement card reconciliations, scholarship authorizations, and petty cash reimbursements Executes accurate account of fixed assets and space inventories annually; provides reports upon request Manages department procurement, adhering to all relevant fiscal policies, including but not limited to general office supplies, equipment, furniture, and other special orders; Conduct research to escalate procurement issues CONTINUING EDUCATION/TRAINING/PROFESSIONAL DEVELOPMENT: Must participate in all HCB training and professional development, including but not limited to regular trainings/seminars by FIO and TIS. Complete all required UTK training modules via K@TE and other delivery platforms. Proactively seek and actively participate in professional development/educational/training opportunities, with approval from DH/ADH. Resources may included LinkedIn Learning, K@TE, UTK Learning and Organizational Development, or external professional organizations. Qualifications Required Qualifications Education: High school diploma required Experience: Minimum of 2 years of relevant, progressively responsible experience in professional office setting, or an equivalent combination of education, training, and experience. Knowledge, Skills, Abilities: Knowledge of administrative and financial policies and procedures Strong attention to detail Basic to intermediate computer skills including ability to quickly learn new software systems Ability to work independently under general supervision Knowledge of Excel, Word, and other Microsoft based products Excellent written and verbal interpersonal and communication skills Ability to work effectively with a wide range of constituents internal and external to university Ability to gather data, compile information, and prepare reports accurately Ability to compare information to recognize/resolve discrepancies Ability to use tact and discretion when dealing with a variety of issues Ability to prioritize competing responsibilities and assignments Ability to protect and maintain confidential information Ability to plan and coordinate events Preferred Qualifications Education: Associate’s or Bachelor’s degree preferred in Business, HR, Accounting, or related field Experience: Minimum of 2 years of relevant, progressively responsible experience in professional office setting, including some in higher education environment. Knowledge, Skills, Abilities: Experience in higher education environment Beginner to intermediate Excel skills Work Location Location: Knoxville, TN Onsite Compensation And Benefits UT market range: 05 Find more information on the UT Market Range structure here Find more information on UT Benefits here Application Instructions To express interest, please submit an application with the noted below attachments. Resume Cover Letter List of 3 Professional References About The College/Department/Division The Haslam College of Business Department of Marketing offers a transformative undergraduate experience that prepares students to enter into the workforce directly and make proactive contribution to their company’s bottom line. Our students learn strategic decision making and how to target customers with value propositions. About Us The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service. UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee’s flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory. The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service. UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone. The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as “Best Employer for New Graduates,” “One of America’s Best Large Employers,” and “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine. Apply today and join the Tennessee Volunteer community!