The University of Tennessee
Department of Kinesiology, Recreation, and Sport Studies
Administrative Associate 2
Regular, Full-time, Market Range 04
Under the general direction of the Business Manager, this position supports the department's central operations by providing administrative support to the department (Department Head, Associate Department Head, Business Manager, Advising Coordinators, PEAP Director, Graduate Assistants, and main office staff), performing receptionist duties, acting as the department's liaison for room scheduling, and other duties as assigned. This position exists to provide advanced administrative support in the Department of Kinesiology, Recreation, and Sport Studies in the College of Education, Health, and Human Sciences.
The department serves over 1400 undergraduate and 160 graduate students, and is comprised of 27 full-time faculty, 8 staff, and over 60 part-time faculty and graduate associates. The department also includes the Physical Education Activity Program, which serves over 5,000 students across campus each year. The position functions to process travel related financial reimbursements in IRIS for departmental employees, students, friends and visitors. Staying abreast of issues related to travel reimbursements and expense reimbursements; being the department expert on UT Travel policies and procedures.
Corresponding within and outside the university as needed to complete the reimbursement process. This position must be willing to adapt to changes, and have strong problem-solving skills in a fast-growing department to ensure the efficiency and effectiveness of day-to-day operations.
Perform specialized duties according to program guidance and university established practices, which may include compiling data, data analysis, spreadsheet management, and document preparation
Perform IRIS (SAP/GUI) duties, which include reviewing gift accounts, assisting with ledger reconciliation, processing invoices, and reviewing travel expense transactions
Assist faculty, staff, and students with policies, procedures, requests, and reimbursements throughout the travel process.
Maintains travel budget and advises Department Head on travel funding used, to aid in decision making process for use of additional funds outside of the allotted budget.
Coordinates travel for all guest travelers (search candidates, guest speakers, etc.)
Assist Business Manager with financial data entry, reporting and documentation while demonstrating strong attention to detail
Coordinates department events
Assists Financial Associate with department marketing and branding
Acts as the department liaison for curricular changes and the timetable, coordinating with faculty, staff, and Dean's office staff
Acts as the department liaison for SAIS, missing grades, attendance tracking, facilities requests, and room scheduling for faculty, staff, and students
Receive and route phone calls and direct visitors
Supervises Federal Work Study students
Abide by all UT policies and procedures within all aspects of the position
Assume other duties as necessary or as assigned
Minimum/Required Qualifications (including education, experience, skills & abilities. Licenses & certifications):
High school degree or GED
Minimum 2 years office experience
Excellent organizational and multi-tasking skills to prioritize work to meet deadlines and handle urgent matters while staying on task with other assigned duties and responsibilities
Strong interpersonal skills and excellent written and verbal communication skills
Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint)
Excellent keyboarding, grammar, spelling and proofreading skills
Dependable and able to complete tasks accurately and on time
Able to prioritize, multi-task, and work independently and as a team
Exercise good judgment, confidentiality, and discretion in the performance of all work assignments
Exhibit professionalism during all aspects of the job
Willingness to learn new tasks and/or skills
Demonstrate initiative for problem solving
Ability to expand knowledge in needed areas such as learning new software programs.
Bachelor's degree preferred
Experience with graphic design and/or ability to create visual media
Knowledge of Adobe suite software, including, but not limited to, Acrobat Pro DC, Illustrator, Photoshop, etc.
Experience with data management
Knowledge of and experience with IRIS (SAP/GUI), Argos, and Banner
University Of Tennessee