Administrative Associate – College of Communication and Information
Full-Time, Non-exempt, Market Range 04
The University of Tennessee, Knoxville invites applications for an Administrative Associate in the College of Communication and Information’s Office of Student Media.
Application Process: Interested individuals should apply by November 12, 2023.
Screening of applicants will begin immediately and will continue until the position has been filled. For full consideration, applicants must provide a resume, cover letter, and a minimum of three references. All applicants must apply online to be considered for this position.
The Position: The Administrative Associate has full responsibility for completing tasks that are varied in nature and are prioritized based on the objectives and goals of the Student Media unit in the College of Communication and Information under the leadership of the Interim Director of Journalism and Media. Primary responsibilities of this role include tasks related to office coordination, financial entry, and logistical support.
Qualifications
The Administrative Associate is expected to:
· Provide front-line customer service, greets visitors, answers phones, responds to email inquiries, and distributes mail.
· Maintain office supply inventory.
· Track and compile data; researches and prepares reports as needed.
· Interact with supply and service vendors and serve as point of contact for space, equipment, or facility issues.
· Coordinate with other departments in response to technical needs or to resolve problems.
· Provide customer service to internal and external stakeholders.
· Prepare materials for meetings.
· Work with confidential and time-sensitive materials.
· Prepare correspondence and reports.
· Provide purchasing support through processing payments for unit staff.
· Reconcile p-card accounts within unit.
· Collect advertising payments.
· Enter invoices and other financial related transactions into the financial system.
· Complete monthly ledger reconciliation.
· Perform accounts receivable/payable procedures and ensures accurate records of transactions are kept.
· Enter billable information and generates invoices.
· Submit transactions for employee reimbursements.
· Coordinate with the CCI Office of Finance and Administration for receipting and depositing.
· Coordinate with the CCI Office of Finance and Administration for additional pay entry and student hiring process.
· Support office staff with various administrative tasks.
· Schedule and organize meetings including recording and distributing minutes.
· Provide logistical support for meetings and events.
· Coordinate and book travel plans and create itineraries.
· Assist staff and visitors with obtaining annual and one-time parking passes.
· Coordinate with CCI Office of Finance and Administration on student hiring process.
· Other duties as assigned.
To be successful in this role, candidates are required to possess:
· High school diploma or equivalent.
· 1-2 years of experience with a varied set of tasks associated with clerical duties or customer service.
· Experience using soft skills such as communication, organization, and problem solving.
· Skilled in using Microsoft Office products.
· Ability to easily learn new computer software systems.
· Strong quantitative or accounting skills.
· Effective communication skills.
· Ability to maintain confidentiality.
Our ideal candidate has:
· Associate or bachelor’s degree.
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
The College: CCI is part of a Land Grant Institution embedded in communities to make those communities a better place. Our alumni, students, faculty, and staff strive to positively impact the lives of people in our state through our teaching, scholarship, creative work, and through our engagement and service. CCI as a college is well poised to deliver upon all of those areas to become the most nationally distinctive but locally relevant College of Communication and Information in the country.
EEO / AA Statement / Non-Discrimination Statement: The University of Tennessee is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution in the provision of its education and employment programs and services. All qualified applicants will receive equal consideration for employment and admission without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, genetic information, veteran status, and parental status.
Applicants needing reasonable accommodation to participate in the application process or who may need assistance with their application should contact Human Resources at (865) 974-6642.
Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Journalism/Electronic Media
Schedule: Full-time
Job Posting: Oct 27, 2023, 3:05:59 PM
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