Administrative Associate, Department of Computer Science and Engineering

The Administrative Associate provides administrative support and budget assistance for all the programs housed in the Department of Computer Science and Engineering. The position is often the first point of contact for visitors and community professionals. In addition, this position oversees the daily operations of the office independently. The department consists of the following: Department Head, 15 full-time faculty members, 2 staff members, and adjunct faculty.

Department Head Support

Works closely with the Department Head and keeps his calendar; responds to requests and follows up with others on behalf of the department head; advises department head of items of importance for meetings; reviews all incoming emails and alerts the Department Head when it is important, or action is needed; and assists in preparing all departmental reports and college reports required; prepares and/or provides forms, data, and compiles information for EDO, Cumulative Performance Review and Promotion & Tenure; prepares checklist and documents for Dean’s office approval; and extracts reports for faculty and department head from Argos/Banner/DASH for reporting, information and to contact students. 

Maintains department course report and academic year files for accreditation; assists department head with ABET self-study for each 6-year evaluation period; assist with self-study/ABET requirements; coordinates visit arrangements with ABET, making hotel arrangements from visiting team, making event room/reservations/ordering food for visit, working with Department Head to contact alumni and industry partners, advisory board and developing visit schedule to include other campus departments, chancellor, provost, as directed.

Financial and Budget Support

Collect all timesheets and DASH entry of timesheets for graduate students, admins, undergraduate research assistants, and work-study student; reconciles monthly and biweekly payroll using DASH; entry of new employees, change of status/accounts, etc.; responsible for entering ADL forms (Additional Pay) for all faculty and department head; maintains, monitors, reconciles and manages restricted, state, and gift accounts each month; attends monthly meetings with Finance Manager and Department Head regarding budget issues and account maintenance; processes all transfer vouchers when necessary.

Provides monthly budget/expenditures reports; prepares and processes a high volume of T-4 reimbursements, mileage reimbursements, and invoices; responsible for all travel requests and travel reimbursements for faculty, staff, student organizations, and department head; orders all office supplies and other items as needed utilizing the procurement card; procurement card reconciliation; and provides project management for various NSF and other grants. 

Office Management

Oversees office operations, supervises and develops procedures for office activities; supervises Work Study Student and provides hiring, guidance of office duties, timesheet approvals, entry, and submission; provides highly organized, proactive, anticipatory support for all aspects of the department’s work; serves as internal and external representative to all the department’s various constituents; submits key requests and work orders on behalf of the department obtaining necessary approvals; prepares office space when needed to include furniture, computer setup.

Assists with the hiring of new faculty hires; initiates new hire paperwork for new adjuncts and ensures required documentation is obtained; enters work orders through facilities when needed; assists the Dean’s office with special projects and information needed; and reserves classrooms and conference rooms.

Student Support

Emails student opportunities i.e. scholarships, internships, co-ops, and event announcements; Advises students and provides guidance in what the policy and procedures are within the University, directing them where they should go; processes requests for class overrides including working with students to determine reason for the override and gather necessary information; coordinates, with UTC Admissions, tours to CECS and makes appointments for prospective parents/students to meet with freshman/transfer advisor or appropriate person in college.

Maintains personnel and student files; processes hiring of students and enter bi-weekly timesheets; runs biweekly and monthly reports in DASH; and provides instruction to student assistants on necessary policies and procedures. 

Event Planning

Takes, prepares and distributes departmental meeting minutes and agenda; coordinates the meetings of advisory boards, sets up and tears down room, arranges for audio visual/recording; orders food for departmental events and advisory board meetings; and coordinates with outside companies and organizations for events.

The ideal candidate will possess the followi