Administrative Specialist: Department of Electrical Engineering and Computer Science - UTK

The Min H. Kao Department of Electrical Engineering and Computer Science (EECS) at the University of Tennessee, Knoxville, invites applications for a full-time Administrative Associate I / Receptionist. Reporting to the Administrative Associate II / Front Office Manager, this position is responsible for duties pertaining to front office administration and support of the Online program’s coordinator in addition to general student support.    The position also provides backup to other administrative personnel in the front office and assists in supporting the Department Head, Chief of Staff, and Business Managers in clerical tasks.

Front Desk Administration:

- Coordinate and manage Business Office Mail.

- Check in visitors for scheduled appointments.

- Assist faculty, students, and office visitors with inquiries.

- Assist and coordinate Textbooks for faculty.

- Manage inventory, initiate supply orders, and stock office supplies and break rooms items. 

- Oversee swag inventory management.

- Create and approve conference room reservations. 

- Distribute one-day parking passes to visitors when needed.

- Download several reports including 14-day report, graduation report, and RIF.

- Update phone lists.

- Manage the eecsinfo email.

- Building/space access support

On-line Master’s Programs Student Support:

- Assist MSCS students with inquiries and information requested about the on-line programs.

- Serve as a liaison between students and enrollment advisors. 

- Maintain updated enrollment data

- Generate regular reports pertaining to the on-line master’s programs

- Assist with tracking inventory for on-line programs

- Generate weekly course rosters for the student coaches.

- Send welcome emails via Slate to depositors explaining the course enrollment process.

- Utilize proper storage methods for repository of forms from admissions to candidacy for on-line students.

General EECS Student Support

- Update advisors for graduate students in Banner.

- Serves as a backup to Student Services Associate/Business Manager for Fellowship tracking in conjunction with the Associate Dept Head.

- Serves as a backup to Student Services Associate/Business Manager with scholarship tracking, award notifications, and input into university systems.

Required Qualifications:

• High school diploma 
• Ability to multitask and work in a fast-paced environment with faculty, staff, and students.
• Knowledge of Microsoft Office and other appropriate administrative/office software
• Willingness and ability to work on special projects when needed.
• Professional communication skills as well as confidence in interacting with high-level stakeholders.

Preferred Qualifications:

• Experience working as an administrative professional in a college department.
• Knowledge of UTK policies and procedures.
• Ability to maintain focus with frequent interruptions.

Additional information regarding the Department may be viewed at https://www.eecs.utk.edu/.