Administrative Associate, Biological Sciences

University of Tennessee at Martin; Martin (TN); On-site; USD 20,664 - 30,307; Full time

Job summary

University of Tennessee at Martin seeks an experienced administrative and operational support professional for the Department of Biological Sciences. You will manage business operations, payroll processes, procurement, and office administration, and serve as the primary contact for faculty, staff, students, and the public.

Responsibilities include maintaining records, assisting with personnel and budgets, and ensuring department programs run efficiently in line with university policies and

Qualifications

• High school diploma with 3–5 years of general office experience.
• Demonstrated computer, organizational, and human-relations skills.
• Ability to work without supervision and adapt quickly to change.

Responsibilities

• Maintain and reconcile departmental operating budgets and payroll documents.
• Serve as primary contact for faculty, staff, students, and the public.
• Assist with personnel and budget administration and procurement.
• Maintain departmental records and inventories; process invoices and orders.
• Coordinate class waiting lists and communicate with students via email.
• Support SOAR and academic registration activities.

Skills

Computer skills

Organizational skills

Human relations

Independent work

Education

High school diploma

Job description

Job Description

Serve as the primary administrative and operational support professional for the Department of Biological Sciences by managing departmental business operations, financial and payroll processes, procurement activities, and office administration. Coordinate daily office functions while serving as the primary point of contact for faculty, staff, students, and the public. Provide comprehensive administrative support for academic operations, maintain departmental records and inventories, assist with personnel and budget administration, and ensure the efficient execution of departmental programs and services in accordance with university policies and procedures.

Job Description

Serve as the primary administrative and operational support professional for the Department of Biological Sciences by managing departmental business operations, financial and payroll processes, procurement activities, and office administration. Coordinate daily office functions while serving as the primary point of contact for faculty, staff, students, and the public. Provide comprehensive administrative support for academic operations, maintain departmental records and inventories, assist with personnel and budget administration, and ensure the efficient execution of departmental programs and services in accordance with university policies and procedures.

Responsibilities

• Maintain and reconcile departmental operating budgets; maintain faculty CENS money; complete contracts as requested. Prepare all payroll documents (PIF, I-9s, time reports), process bid requests, requisitions, and purchase orders; Authorized to place orders for office and labs (as needed), process invoices, and verify transactions on department's procurement card.
• Prepare budget revision requests; complete questionnaires from auditors regarding departmental budget, personnel, and may include equipment inventory (as needed). Complete faculty overload and adjunct pay form each semester. Turn in release time to academic records. Enter overload information of faculty in Banner. Add additional pay in DASH.
• Serve as primary public interaction staff member. Answer phones, greet visitors, answer questions, and take messages. Assist the department's faculty members, adjuncts, and other support staff in the performance of their duties, making copies, distributing mail, assisting with add/drop forms, communicating with Biology students and faculty via emails, and coordinating class waiting lists.
• Provide support to faculty participating with SOAR and academic registration. Monitor and balance advising loads for advisers as needed. In absence of research technician, check in merchandise ordered and deliver to appropriate faculty or store in appropriate location. Complete facilities space inventory, key inventory. Complete equipment inventory if additional support staff is unavailable, as needed. Make inventory entries and process corrections or updates in online database.
• Submit key requests for new faculty, adjuncts, and student workers. Coordinate arrangements for graduation reception, location, order food, and send invitations to graduating students and parents. Maintain stocks of office supplies.

Qualifications

• High school diploma and three to five years of general office experience. Must have computer skills; good organizational skills; excellent human relations skills; ability to work without supervision and ability to quickly adapt to change.

Application Deadline: Applicant review will begin immediately and continue until a candidate has been identified.

Minimum hiring rate $14.99 per hour (Market Range 05) – Salary commensurate with education and experience.