Job Details

Administrative Associate: Department of Biochemistry & Cellular and Molecular Biology - UTK

Position Number: 6359212
Location: Chattanooga, TN
Position Type: Other Administrative Positions

Administrative Associate: Department of Biochemistry & Cellular and Molecular Biology - UTK
Knoxville, TN, United States

Job Identification: 3772
Job Category: Administrative
Posting Date: 07/03/2025
Job Schedule: Full Time
Locations: 1311 Cumberland Avenue, Knoxville, TN, 37996, US (On-site)

Job Description
The Office of Biochemistry & Cellular and Molecular Biology is seeking an Administrative Specialist. Responsible for academic, human resource, and travel activities for graduate and undergraduate programs. This position is responsible for H1 Visa applications and processing, reconciliation of travel and p-card, submit petty cash reimbursements, and process invoices. Responsible for requesting key and building access, assists with setting up meetings, ordering food and yearly space inventory.

Responsibilities
Graduate Admissions

Create applicant information spreadsheets.
Collaborate with the Graduate Admissions Coordinator in ensuring all details have been received related to admissions.
Responsible for registering all International GTA's for the OPIc Test.
Enroll students in classes with permission holds.
Log all annual committee reports and provide to the Graduate Affairs Director a list of students that are delinquent on submitting committee meeting.
Collaborate with the Business Manager in creating yearly renewal letters for graduate students.
Create spreadsheet for Graduate Insurance to submit to the Student Health Center.

Undergraduate

Process all Drop/Add slips (remove any holds, add or remove students from the class) ensuring that this is done according to the Drop/Add time-frame.
Process Honors by Contract Application and completion forms for BCMB & Chancellor's Honors Program, obtain approvals and submit to Chancellor's Honors Program.
Assist students with submission of course petitions.
Work with the department head on information for entry into Banner for all BCMB classes by adding new classes, deleting courses, entering course instructors, verifying there are no time conflicts, listing courses that have multiple sections.
Provide enrollment reports for all courses to the department head and monitor wait-lists for all courses.

Financial

Enter petty cash reimbursements into DASH, ensuring proper accounting.
Initiate the process for invoices before going to FSS verifying correct accounting.
Reconcile travel & procurement cards, ensuring cards are properly reconciled with the correct accounting.

Travel

Responsible for processing travel for all undergraduate and graduate students.
Log all travel requests on a spreadsheet to ensure that all travel is properly tracked.
Assist undergraduate and graduate students with purchasing airline tickets, making hotel reservations and paying conference registration fees.
Provide flight and hotel information to the students as well as the per diem rate. Provide guidance on UT car rental, if needed.
Responsible for uploading receipts from the traveler as they are received.
Responsible for processing travel for reimbursement once trip is complete. This includes meeting with the traveler to ensure that all receipts have been obtained and that they are in compliance with policy as well as verifying that the correct per diem has been submitted and ensuring proper distribution on accounts.
Ensure all travel is finalized within the 30-day travel fiscal policy deadline to include monthly travel card statement.

Human Resources

Process graduate and undergraduate hires that includes the E-verify process and ensuring that the student has completed each step.
Process graduate and undergraduate assignment changes based on the information provided by the business manager.
Enter contingent worker information to create net ids and person numbers.
Provide updates on E-verifications for international staff to HR.

Visa Applications

H1B Visa

Organize the submissions of application packets by preparing the H1B request, Actual Wage Compensation Form, exporting control attestation form, submitting the requests to Center of Global Engagement (CGE) and submitting the application in iVols.
Create the Departure Notification Form in iVols for H1B personnel departures.

J1 Visa

Organize the submission of application by preparing the request form, obtaining approvals and submitting to CGE.
Provide support to faculty members regarding university procedures for maintaining permanent residency.

General Office Responsibilities

Greet personnel and assist them as needed, answer phone.
Assist with copying exams.
Requesting key and building access.
Create Flyers for graduate events.
Setup seminars and order food for departmental functions as needed.
Delegate work to student worker(s).
Assist business manager with yearly space inventory

Qualifications
Required Qualifications

Education and Experience: High School Diploma or some college and specialized education, plus 3-4 years office experience.

Knowledge, Skills, Abilities:

Experience in processing human resource and payroll transactions
Strong customer service skills, attention to detail and time management
Excellent interpersonal, communication and writing skills
Experience in managing travel
Skilled in Microsoft Office
Ability to multi-task
Ability to work well with others
Ability to learn new skills and software, as needed

Preferred Qualifications

Education and Experience: Associate's degree with 1-2 years office experience.

Knowledge, Skills, Abilities:

Knowledge of DASH, Interfolio, Banner & Argos
Knowledge of departmental expense and research accounts

Work Location: Onsite at the University of TN, Knoxville

Compensation and Benefits

UT market range: 05
Anticipated hiring range: $38,000 - $43,000 DOE&Q
Find more information on the UT Market Range structure here
Find more information on UT Benefits here

Application Instructions: For full consideration, 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. Screening of applicants will begin immediately and will continue until the position has been filled.

About Us
The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.

Apply today and join the Tennessee Volunteer community!

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/3772/?mode=location