Student Engagement Office Manager - Center for Student Engagement & Success: Haslam College of Business

Student Engagement Office Manager - Center for Student Engagement & Success: Haslam College of Business - 23000002PW 

Description

 

Student Engagement Office Manager 

Center for Student Engagement & Success - Haslam College of Business

Regular Full-Time, Market Range 6

The Haslam College of Business (HCB) at the University of Tennessee, Knoxville, invites applications for a Student Engagement Office Manager (Full-time, Non-Exempt) in the Center for Student Engagement & Success. Reporting to the Director of International Programs & Study Abroad, this position functions as the Office Manager, supervises the Center's other Admin Assistant(s), supervisor of student employees, and personal assistant to the unit Directors. The Center's Office Manager ensures successful execution of administrative tasks, coordinates department office operations, and ensures adherence to all university and department policies and procedures. This person should be good at solving complex problems that arise when managing a large Center with various unit functions, financial, and administrative needs. This person needs to be self-sufficient and capable of making decisions that don't fall within the limitations of accepted practices. This person should be able to read financial policy and be able to know what is acceptable and when a question needs to be escalated. This person needs to be comfortable with university systems, such as IRIS and ARGOS as well as Microsoft Excel. This person will manage the office operations and organization of future programs and initiatives through the Center of Student Engagement & Success. They will coordinate across the college and university constituents, to include (but not limited to) faculty, staff, students, employers, corporate partners, and advisory boards.

 

Qualifications

 

Responsibilities:

• Office Management/Supervision
  • Serve as primary contact for the unit, particularly in regards to the dean's finance office (FIO) and ensure completion of all requests from FIO.
  • Coordinate with staff for completion and verification of time sheets and leave requests
  • Serve as primary contact for general center inquiries. Respond to faculty and staff inquiries, many of which may require creative and strategic problem-solving
  • Additional reporting projects as requested by the SES unit. This person will be the project manager in the creation of these reports and then will own the implementation of future reports.
• Office Budget/Financial Management
  • Process monthly bills:
    • Procurement card and reconciliation management to include general ledger coding and IRIS procurement completion, statement signature, and submission through the appropriate channels.
    • Maintain records for monthly unit spending across multiple budgets.
    • Process all accounts payable and ledger reconciliation.
    • Coordinate HR functions such as the organization of student hiring and compensation processing.
  • Compile and reconcile various statements: Copier Service, Phone Service, Postage, UT Office Supply Office
  • Create and submit to unit directors a budget report for each fiscal year to include payroll, office supplies, tuition, travel, motor pool, graphic arts, monthly bills/services, maintenance, publications, professional memberships, etc.
  • Process all extra service compensation for courses/programs coordinated by the SES unit
  • Process Invoices and verify transactions processed by other staff have processed in financial system, currently IRIS. For example, if an invoice is sent to FIO for payment, this person will routinely check IRIS to ensure the invoice has been paid.
• Higher-Level Administration
  • Onboard new staff and facilitate a seamless transition into the unit to include the procurement of appropriate technology and other resources.
  • Compile and provide data for the Haslam College of Business reports, dean requests, and provost requests.
• Executive Administrative Duties
  • Meeting Oversight
    • Manage, schedule, and prioritize calendars of unit directors as needed, and unit space resources.
    • Schedule meetings and special events for various groups and stakeholders associated with the SES unit to include any committees on which unit directors sit.
  • Travel
    • Serve as the delegate for unit and individual travel
    • Process travel arrangements, which includes processing requests/reimbursements and IRIS entry in a timely fashion.
    • Coordinate the schedules and travel arrangements for any outside guests to include any reimbursements or honoraria.
  • Access and pull student transcripts and other records as needed for application review as part of study abroad selection and/or scholarship selection processes.
• Supervision
  • Provide guidance and feedback on assigned tasks
  • Oversee distribution of staff workload and prioritization of tasks
  • Provide professional development guidance
  • Track work time and leave
  • Coordinate development of goals

Qualifications:

• Required Qualifications and Experience:
  • Candidates should have at least 1 year of experience in an administrative role or equivalent.
  • High school diploma required.
• Desired Qualifications and Experience:
  • The ideal candidate should have at least 3 years' experience as an Administrative Specialist I or higher position; equivalent positions are acceptable.
  • Experience working in a university setting is preferred.
  • Bachelor’s degree preferred.

Knowledge, Skills and Abilities:

• Required:
  • Expert IRIS user
  • Proficiency in Microsoft Office software; intermediate level knowledge of Microsoft Excel.
  • Excellent writing, editing, and communication skills
  • Ability to plan, organize, and manage time
  • Ability to work with diverse individuals and groups
  • Leadership skills, accuracy, close attention to detail, and ability to work independently and with a team
  • Ability to maintain confidentiality of faculty and student records and other departmental records
  • Experience with SharePoint or Google Drive
  • Ability to export data from IRIS to merge with other departmental data in order to create custom reports
  • Intermediate Banner, ARGOS and Marketplace user
  • Strong competency of university fiscal policies
  • Very comfortable with technology and a keen interest to learn more technical skills
  • Ability to multi-task and prioritize.
  • Flexibility
• Preferred:
  • Passed CAP exam.

Application Process:

The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. Screening of applicants will begin immediately and will continue until the position has been filled.

Interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for 3 professional references.

All qualified applicants will receive equal consideration for employment and admissions without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status.

Eligibility and other terms and conditions of employment benefits at The University of Tennessee are governed by laws and regulations of the State of Tennessee, and this non-discrimination statement is intended to be consistent with those laws and regulations.

In accordance with the requirements of Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990, The University of Tennessee affirmatively states that it does not discriminate on the basis of

race, sex, or disability in its education programs and activities, and this policy extends to employment by the University.

Inquiries and charges of violation of Title VI (race, color, national origin), Title IX (sex), Section 504 (disability), ADA (disability), Age Discrimination in Employment Act (age), sexual orientation, or veteran status should be directed to the Office of Equity and Diversity (OED), 1840 Melrose Avenue, Knoxville, TN 37996-3560, telephone (865)974-2498 (V/TTY available) or 974-2440. Requests for accommodation of a disability should be directed to the ADA Coordinator at the Office of Equity and Diversity.

 

Job
  Other Admin Asst/Secr/Clerical 
Primary Location
  US-Tennessee-knoxville 
Organization
  International Programs & Study Abroad 
Schedule
  Full-time 
Campus/Institute  Knoxville 
Job Posting
  Jan 3, 2024, 1:22:02 PM