Job No. 157462
- Job Title:
- Administrative Associate: Department of Sociology - UTK
- Employer:
-
The University of Tennessee
- Location:
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Knoxville , TN
- Posting Date:
- 07-Jan-2026
- Description:
-
Job Description
The position works closely with the Business Manager to provide financial, travel and administrative support to the Sociology Department. This position will provide departmental assistance support by establishing travel arrangements, entering travel request, entering expense receipts for traveler's reimbursement, etc. for faculty, graduate students and guests while maintaining current knowledge of departmental, college and university travel policies and procedures. Additionally, this position will manage and reconcile departmental travel cards for faculty and staff, reconcile procurement cards, manage and pay invoices and process petty cash reimbursement while ensuring compliance with University policies. This position provides Banner and academic support services for student-related actions and timetable management, as well as specialized support for undergraduate student services, and graduate program needs. This position will also serve as the front-line customer service support for the department and manage scheduling, communications and other administrative tasks.
Responsibilities
Financial / Travel
Purchaser for the department - Orders office supplies, books, technology, faculty services and memberships, etc. via purchasing cards and purchase orders, ensuring that p-card purchases are allowable and compliant with fiscal policy
Reconciles p-card purchase receipts with monthly statements and responds to audit requests
Management and payment of invoices
Purchase computer systems facilitated through the Computer Upgrade Program (CUP) and responsible for tracking expenses with budgets and providing reports and updates to the Business Manager
Responsible for petty cash reimbursement
Ensure that all department spreadsheets are kept up to date
Manage travel plans for faculty, staff, graduate students, and guests by coordinating with travelers to arrange trip details such as securing airline tickets, transportation and hotel reservations as well as coordinating entertainment and dining arrangements
Request missing information from travelers so that reimbursements can be efficiently processed
Ensure timely processing of requests and provide status updates to travelers
Enter expense receipts for traveler's reimbursement
Management and reconciliation of departmental travel cards for faculty and staff
Banner and Undergraduate Program Assistance
Process student course add/drop requests
Assist with timetable setup
Responsible for enrollment management of courses; tracking enrollments to determine when classes should be canceled, when course caps should be increased, when additional sections may need to be requested, and when additional support may be needed for large enrollment courses as well as providing class rolls to instructors
Responsible for removing registration holds
Collect and maintain records of all course syllabi
Graduate Program Support
Prepare itineraries and coordinate events for visiting prospective students
Provide support for graduate recruitment by answering incoming inquiries regarding graduate school requirements, policies, financial aid options, etc. and by selecting and purchasing items for recruitment/gift bags
Maintain, update, organize and secure all graduate records
Responsible for graduate student registration by assisting with applications, preparing graduate appointment letters, and tracking appointment acceptance information
Assist graduate committee with the review process
Responsible for processing application fee waivers in Slate
Administrative
Responsible for welcoming guests as well as building and maintaining relationships with multiple stakeholders by providing excellent customer service via telephone, email and in-person
Provide support to the department head with scheduling, communications and other administrative tasks
Responsible for management and tracking of all department equipment inventory and completion of any requested inventory reports
Responsible for the supervision of work study students
Responsible for processing of all key and maintenance requests for the department including submission of key requests/returns as well as maintenance requests ensuring that requests were completed
Manage all department printers, copiers, etc.
Coordinate parking allocations for faculty and staff
Compose, update and distribute email lists
Manage incoming/outgoing mail and packages for the department
Responsible for providing yearly space inventory
Responsible for annual Tech Fees
Assist Event Coordinator with event preparation and set up as requested
Qualifications
Required Qualifications
Education and Experience: High School Diploma with a minimum of 3 years of administrative experience
Knowledge, Skills, Abilities:
Knowledge of financial and/or travel processing
Strong customer service skills, attention to detail and time management
Excellent interpersonal, communication and writing skills
Skilled in Microsoft Office
Ability to multi-task and set
Ability to work well with others
Ability to learn new skills and software, as needed
- Contact information:
- The University of Tennessee
- Knoxville, TN 37996
- United States
- Employer's Website:
-
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