Job Opening at University of Tennessee — United States

About The Role

The Administrative Associate is a key member of the Engineering Management & Technology Department, providing comprehensive administrative, budgetary, accounting, payroll, purchasing, and human resources support for departmental operations. This position serves as a central resource for faculty, staff, students, and external partners while supporting academic programs, accreditation activities, hiring processes, and student services.
Budget, Accounting, Payroll, and Purchasing Administration

Maintains and reconciles departmental budgets and financial records
Processes payroll transactions, funding changes, summer school payroll, adjunct payments, and effort certifications
Coordinates purchasing activities, vendor payments, procurement card reconciliation, reimbursements, and invoice processing
Administers travel arrangements and expense reporting for faculty, staff, students, and candidates
Supports grant and contract administration, expenditure tracking, reporting, and closeout activities
Assists with audits, compliance activities, and implementation of fiscal policies and procedures
Maintains knowledge of university financial systems, purchasing requirements, and contract management processes

Administrative and Department Operations Support

Serves as a primary point of contact for faculty, staff, students, visitors, and community partners
Coordinates departmental communications, meetings, schedules, and office operations
Maintains departmental records, personnel files, and administrative documentation
Assists with course scheduling processes, class overrides, petitions, and academic records support
Coordinates textbook orders, key requests, facility work orders, event logistics, and visitor accommodations
Supports faculty activities, departmental committees, and special initiatives
Supervises and provides work direction to student workers and student assistants

Hiring, Human Resources, and Faculty Support

Assists with ABET accreditation preparation, assessment reporting, and documentation management
Maintains course files, assessment records, and accreditation materials
Supports undergraduate and graduate student processes, academic petitions, and advising operations
Coordinates graduate program documentation and serves as a liaison with the Graduate School
Assists with orientation, student engagement activities, advisory board support, and outreach efforts
Provides administrative support for faculty searches, academic events, conferences, and community engagement initiatives

Projects and Process Improvement

Participates in departmental, college, and university initiatives
Identifies opportunities to improve administrative processes and operational efficiency
Maintains compliance with university policies and best practices
Performs additional duties and responsibilities as assigned in support of departmental goals

The ideal candidate will possess the following (KSAs):

Knowledge of accounting, budgeting, payroll, purchasing, and business operations practices
Knowledge of university administrative systems and software applications
Ability to interpret and apply university policies, procedures, and regulations
Skill in organizing, prioritizing, and managing multiple projects simultaneously
Ability to work independently while exercising sound judgment and discretion
Skill in preparing reports, maintaining records, and analyzing information with a high degree of accuracy
Excellent verbal and written communication skills
Ability to work effectively with faculty, staff, students, and external stakeholders
Ability to train, assist, and provide guidance to others on policies and administrative processes
Strong customer service and problem-solving skills
Ability to maintain confidentiality and handle sensitive information appropriately

Application Review
Application review will begin October 9, 2026, and continue until the position is filled. Priority consideration may be given to applicants who submit complete application materials by the initial review date.
Minimum