Administrative Associate: Department of Industrial and Systems Engineering - UTK

Reporting to the Business Manager for the Industrial and Systems Engineering Department, the Administrative Associate will serve as the initial point of contact for the department.  The Administrative Associate will greet, welcome, and direct visitors to the department and will handle department communications by telephone and through department email.  The Administrative Associate will coordinate and perform academic services including holds adjustments, maintain timetables, room assignments, and compiling support data analytics.  The Administrative Associate will provide record-keeping related to all departmental activities and will provide procurement services to the department by holding the department credit card and handling ordering for faculty and staff.  The Administrative Associate will plan and coordinate department meetings and events including securing venue, ordering food, managing guests, program, and event timelines. 

Administrative Functions:

• Greet, welcome, and direct visitors to the department
• Answers departmental phones and maintains department email and social media accounts
• Maintains proper files and record retention for active departmental accounts and other files as needed for compliance
• Provide administrative support to department staff; helps maintain calendars, accurately schedules appointments, assists with travel arrangements
• Process incoming packages and mail; enter receipting; inform recipients of delivery
• Coordinates with College on overall communication strategies and maintains department bulletin boards, communication monitors, calendars, website etc.
• Department coordinator for Promotion and Tenure activities in Interfolio and other Interfolio cases as needed 

Academic Coordination:

• Assists faculty and students with registration issues (adding, dropping, lifting holds, errors, etc.) 
• Assist with reporting related to academic program
• Inputs semester timetables changes in Banner and updates as needed
• Works with Registrar's office to ensure instructional room scheduling each semester
• Assist faculty with textbook orders through UT bookstore or other vendors
• Serve as point person for academic issues
• Manage SAIS data as needed for department head and faculty review processes
• Assists Director of Cohort program and Graduate Program coordinator with academic issues as needed
• Assists with collection of ABET and other accreditation materials as directed by department accreditation POC
• Works with graduate school for student records and student forms
• Works sends out exit interview forms and schedule interviews with graduating students and DH at end of each semester

Procurement:

• Provides purchasing support services for department orders including equipment, office supplies, lab supplies, classroom supplies, etc. 
• Obtains and uses departmental Procurement card (P-card) and travel card for procurement needs and follows policies as applicable for both 
• Obtains approval from faculty for orders charged to sponsored projects and manager approval for general orders prior to purchase
• Confirms delivery, setup and insurance requirements for product orders. Requisitions purchase orders. 
• Works with Financial Assistant to get asset numbers for equipment purchases. 
• Serves as point of contact for delivery and validates receipt of packing slip. 
• Maintains equipment checkout forms and assists with annual inventory.

Event Coordination:

• Orders food for department meetings and events and ensures delivery/setup when needed
• Ensures event space is clean and orderly after department use
• Assists with room reservation systems for JDT 500 and other ISE shared conference spaces
• Coordinates and assists all major department events (annual banquet, holiday party, student welcomes, etc.) including securing venue,