Administrative Specialist: Department of Chemical and Biomolecular Engineering - UTK

Job Description

The position serves as the administrative assistant to the Department Head and assists the faculty in administrative matters of the department. The graduate students rely on this staff member to be there to help them with every aspect of their time in the Department of Chemical and Biomolecular Engineering. This position is also cross‑trained with the other staff members in the office as a backup for various tasks.

• Maintain Department Head’s calendar (Micro Soft Outlook software), receive email of events for Department Head to attend, ensuring alignment with departmental priorities and upcoming events. Proactively track deadlines, meetings, and commitments, providing timely reminders and updates
• Provide day-to-day administrative support to the Department Head, Associate Department Head and Business Manager
• Schedule Board of Advisors, Mid Cycle Review, Trotter Distinguished Lecturer Series; work with other staff members to contact venue and set up the location, order food/beverages
• Create materials for meetings (folders and binders containing all material needed for meeting)
• Review and respond to departmental emails weekly on various questions, forward emails that require another department’s attention
• Provide minimal administrative support to faculty, research professors and research staff (post docs/associates)
• Create and maintain search files for faculty searches, maintain excel spreadsheet on applicant information, assist search committee chair
• Attend faculty meetings; take and archive minutes
• Assist in scheduling departmental conference room through 25
  
  Live calendaring system
• Assist in sorting mail for the department, route mail to proper location
• Notify faculty of upcoming meeting dates/times; send meeting invites to faculty
• Maintain and provide materials for ABET report
• Organization of annual review materials for faculty, schedule individual reviews, Faculty Review System Proxy for Department Head, word processing support for promotion/tenure packages
• Provide statistical information to Business Manager for surveys: student counts, gender, etc.
• Work with faculty to determine seminar speakers each semester
• Interface with the Office of Communications to spotlight the research accomplishments of the faculty. Assist in the drafting and execution of both external and internal communications regarding scholarly accomplishments by faculty
• Update current faculty, staff and student photos for posting
• Point person for department Compliance Assist
• Place textbook orders through Vol Shop Faculty Textbook Adoption system
• Coordinate monthly research poster presentations with Knoxville/Oak Ridge AIChE chapter
• Departmental contact with TCOE communication office for projects such as, CBE annual newsletter, update departmental brochures, and graduate recruiting booklet
• Provide oversight and direction to office work study students
• Schedule prospective student meetings/tours of the department
• Maintain all Graduate Student Files (file all graduate forms for current Graduate students;
  Admission to Candidacy, Doctoral Appointment form, pulls and files folders when professors request them)
• Process Graduate Applications for the Department
• Correspond with graduate applicants to assist them in completing submission of documents
• Prepare and e‑mail all offer letters to graduate students
• Forward signed offer of admission letters to Graduate Admissions, and CBE Business Manager
• Use College Net system to print off graduate applications packages including transcripts, GRE scores, TOEFL scores, and any other information that the Graduate School receives
• Maintain Graduate Students Access database
• Sign up GTAs requiring OPIC testing on UT website
• Coordinate Graduate recruiting weekend agenda; along with any other…