Administrative Specialist - Smith Center for International Sustainable Agriculture: UTIA

Administrative Specialist - Smith Center for International Sustainable Agriculture: UTIA - 240000000P 

Description

 

Administrative Specialist, Smith Center for International Sustainable Agriculture

Non-Exempt, MR04

The Smith Center for International Sustainable Agriculture at the University of Tennessee Institute of Agriculture (UTIA) is seeking a full-time Administrative Specialist to provide advanced administrative and clerical support to the center.

The Smith Center was established in 2017 with a mission of empowering UTK faculty, staff, and students to be global change agents who partner with others to develop and deploy sustainable solutions to the world’s complex, agriculture-related challenges. https://smithcenter.tennessee.edu/

The Smith Center has grown from an initial Smith Chair position in 2015, to a team of fourteen (three faculty and eleven staff) today. The Smith Center Administrative Specialist will build on this growth trajectory, as part of a dynamic team. This position will work closely with the Smith Center Business Manager regarding funding changes, processing HR activities, and payroll paperwork. This position oversees all non-accounting departmental operations assuring policy and procedural compliance. This position prepares and submits travel authorizations and reimbursements including airfare bookings and registration. This position also provides support to Smith Center events including planning, scheduling, logistics and implementation.

 

Qualifications

 

Responsibilities

This is a full-time appointment reporting directly to the Smith Chair in International Sustainable Agriculture, located at UT’s Knoxville campus. The responsibilities of this position include:

• General office: Responsible for general office management in the Smith Center including proofing internal and external documents, screening and distributing correspondence, receiving and routing phone calls and visitors, compiling and preparing reports, ordering office supplies as well as printing, copying or faxing documents and maintaining the various office equipment. Schedules team and team member meetings with UT colleagues and external partners. Holds a Procurement Card for the Smith Center and adheres to purchasing policy. Coordinates access requests such as keys and computer systems. Position also initiates deposits using Online Receipting.
• Travel: Prepare and submit travel authorizations and reimbursements in IRIS for Smith Center team (faculty, staff and students) and Smith Center projects, including international exchange programs. Processes travel through the Concur system and processes vehicle request forms. This position includes auditing receipts and expenses turned in for reimbursement and advising faculty, staff, and students of expenditures that do not comply with policy.
• Human Resources: Prepare and process HR actions and payroll paperwork. Preparation of monthly and bi-weekly employee documents on paper and e-forms which include new hire, personnel changes, pay funding, termination, time reports, submission of I-9's for E-Verify process for employees. Coordinate faculty and staff searches in compliance with UT personnel policies and procedures including submitting paperwork through the appropriate channels and submission of paperwork created in Taleo. Assist the Smith Chair in interviewing and hiring of non-exempt personnel. Compile and submit forms for international students, interns, visiting scholars and post-doc visas, permanent residence ad H1B documents to the Center for Global Engagement. Coordinate appropriate insurance coverage on international guests and temporary employees that qualify for insurance. Maintain appropriate documentation including search materials, hiring materials, offer letters and other official documents. Conducts appropriate termination and exit documentation for employees, visiting scholars, and students. Assists employees with general HR questions: fee waivers, hiring questions, and leave questions.
• Event coordination and management: Support the Smith Center team with event planning and implementation, including logistics (reservations, room scheduling, food and other purchase orders), invoicing, developing agendas, event setup and breakdown, and event staffing. Events include Smith Center-led activities as well as university events that include Smith Center involvement.

Required Qualifications:

• High school diploma or GED
• The successful candidate must be legally eligible to work in the United States.
• Valid driver’s license. Must be able to obtain a TN Driver’s License within 6 months of start date.

Required Experience:

• Two years of related business administrative or human resource office related experience.

Required Skills:

• Knowledge of hiring and termination requirements, fair labor act standards, and international visa application requirements.
• Skilled in writing, organizing, editing, and data assembly into charts and reports.
• Able to read, interpret, and apply policy, procedure, and instructions to multiple situations.
• Able to prioritize competing deadlines.
• Skilled in communication to interact with peers, students and the general public.
• Knowledge of computer programs and equipment used in general office settings.

Preferred Experience:

• Bachelor’s Degree 
• Two years of comparable administrative experience, preferably with some time in higher education.
• Knowledge of Taleo, IRIS, Sharepoint, and Banner. Proficient skills in Word, Adobe, and Excel.
• Self-motivated and able to initiate self-driven projects to improve Smith Center processes.
• Knowledge of and interest in global engagement.
• Experience living or working outside the United States.
• Experience working with a globally-oriented unit or organization.

About UTIA

UTIA, through its colleges, research and education centers, and county extension offices, serves the people of Tennessee and beyond through the discovery, communication and application of knowledge. UTIA is made up of four units that provide instruction, research and public service: AgResearch, the Herbert College of Agriculture (HCA), the College of Veterinary Medicine (CVM) and UT Extension. UTIA’s main campus is in Knoxville, Tennessee, but the institute also operates 10 Research and Education Centers throughout the state, as well as having a presence in all 95 counties through Extension.

To Apply

Qualified persons should complete an online application and submit 1) a cover letter summarizing the applicant’s qualifications and interest in the position, and detailing their ability to carry out the responsibilities of the position as described, 2) a resume, and 3) names and contact information (address, email address, and telephone number) of three references. Application letters should be addressed to: Search Chair: Dr. Carrera Romanini, University of Tennessee Institute of Agriculture, 2640 Morgan Circle, Knoxville, TN 37996. Questions regarding the position may be sent to Dr. Romanini at [email protected].

Clear background check and official transcripts will be required prior to starting employment.

Salary is commensurate with experience.

First review of applicants will begin January 22, 2024 and will continue until a suitable candidate is identified.

 

Job
  Other Admin Asst/Secr/Clerical 
Primary Location
  US-Tennessee-knoxville 
Organization
  International Programs - Res 
Schedule
  Full-time 
Campus/Institute  Institute of Agriculture 
Job Posting
  Feb 9, 2024, 11:37:34 AM