Job Details

Administrative Assistant, Department of Art, College of Arts and Sciences

Position Number: 6199210
Location: Chattanooga, TN
Position Type: Secretary and Administrative Assistants

Administrative Assistant, Department of Art, College of Arts and Sciences
Chattanooga, TN, United States

Job Identification: 2797
Job Category: Administrative
Posting Date: 05/01/2025
Job Schedule: Full Time
Locations: 752 Vine Street, Chattanooga, TN, 37403, US

Job Description
The Administrative Assistant supports in the administration of operational activities for an academic department, including the Institute for Contemporary Art. This position interacts with faculty, departmental staff, and students daily, and serves as first point of contact for the general public. The Administrative Assistant coordinates the purchase of specialized equipment and technology and arranges for repairs to facility and equipment.

Responsibilities
Personnel and Records Management
Processes new hire paperwork for faculty and student workers, ensuring accuracy and completeness; prepares personnel action forms and position authorizations as directed; processes and verifies employee time records. Maintains inventory of records according to University policy and in compliance with the standards of the department's professional accrediting agency, the National Association of Art and Design.

Department and Gallery Operations Support
Assists in the daily operations of the department and gallery. Greets visitors, handles incoming calls, and interacts with the public in a cordial and professional manner; directs inquiries to appropriate faculty or staff members. Supports the teaching, research, and service objectives of faculty; compiles data for faculty grants, distributing charges to appropriate sources and processing transfer vouchers; processes faculty travel. Attends faculty/staff meetings and composes minutes. Assists students with paperwork related to, internships, individual studies contracts, and other paperwork as needed. Serves as area access manager; coordinates after-hours access for students and faculty through BASIS.

Budgeting and Financial Management
Assists department head in the development of budgets: reconciles monthly ledgers for nine (9) "E" and "R" accounts; produces a detailed expense report for department head; monitors daily expenditures, ensuring adherence to UT guidelines; ensures that accounts are not overspent. Processes procurement card reports, verifies receipts, and posts charges to the appropriate accounts.

Supervises, trains, and tasks office support staff and part-time employees, including Federal Work-Study, student assistants, and models. Collects and confirms time sheets, and processes payroll. Maintains payroll records. Ensures that support staff, including Federal Work-Study and student assistants, follow through with their assigned tasks.

Serves as liaison with service and vendor personnel. Facilitates the purchase of equipment, processes invoices, and maintains inventory of equipment, computers, and supplies. Orders supplies for specialized equipment associated with art (large format printers, scanners, digital SLR cameras, computers, wood and metals working equipment).

The ideal candidate will possess the following:

Ability to read and interpret documents, including operating instructions, procedure manuals, and institutional policies.
Ability to prepare written reports and other documents.
Skills with computer technology, including the ability to use IRIS, Microsoft Office Suite, Outlook, Adobe Acrobat, BASIS (for swipe-card access).
Ability to prioritize work with flexibility and independence.
Knowledge of professional fiscal theory, techniques, practices, and procedures.
Skills in the application of accounting principles. General knowledge of state and federal rules and regulations governing the fiscal program.
General knowledge of university practices and procedures.
Ability to convey information clearly and concisely both verbally and in writing.
Ability to listen and respond appropriately to others.

Review of applications will begin May 12, 2025 and continue until the position is filled. Applications received by this date will receive priority consideration.

Qualifications
Minimum Qualifications: High school diploma or GED and experience in the management and operation of an office, department, or program in a college or university setting.

Preferred Qualifications: Associates degree and three years of experience in the management and operation of an academic department in a college or university setting.

About Us
The University of Tennessee at Chattanooga is in the heart of one of Tennessee's largest and most dynamic cities. As a national model for metropolitan universities, UTC collaborates with its many regional partners to offer an experiential learning environment with outstanding teaching scholars in 128 undergraduate degree programs and 55 graduate programs-at both the master's and doctoral levels. UTC and Chattanooga-nationally recognized for its downtown redevelopment and wealth of outdoor recreation-are inextricably linked, and the University is central to the workforce and economic development efforts of the region and the state.

Colleges of Arts and Sciences; Business; Engineering and Computer Science; Health, Education and Professional Studies; and the Honors College are home to an array of award-winning programs from Nursing to Computer Science, Entrepreneurship to Veteran Student Support. Innovation is a strategic focus, and UTC research and development in smart city technology is an industry leader. UTC is the first and only university in the country with access to a managed, commercial quantum computing network, and we are introducing an artificial intelligence initiative involving entities across campus and engaging partners throughout the region.

UTC is a driving force for achieving excellence, and our mission is to actively engage students, faculty and staff; embrace diversity and inclusion; inspire positive change; and enrich and sustain our community.

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/2797/?mode=location