Student Job Opportunity

Administrative Specialist I, Political Science - 18000001D4 Description
 
Pay Grade: 35
The Department of Political Science at the University of Tennessee is seeking qualified applicants for an Administrative Specialist I to serve as Graduate Program assistant and Banner specialist. This position provides administrative support to faculty and students in Political Science, compiling data, preparing reports, maintaining records, and coordinating with other University offices to assist in departmental operations. The Masters of Public Policy and Administration (MPPA) program within Political Science is one of only five separately accredited graduate programs within the College of Arts and Sciences.

Duties and Responsibilities:
Graduate Programs:
• Support Graduate Directors by providing administrative support for the Political Science graduate program
• Provide data to Graduate Directors regarding prospective and current graduate students, using information from ADMIT, Banner, and Nolij
• Compile detailed reports of student data for college and departmental reports and for accreditation purposes (as required by the National Association of Schools of Public Policy, Affairs, and Administration for the MPPA program)
• Primary resource for prospective students regarding year-round applications and admission processes
• Primary resource for graduate students on questions related to graduate student policies and procedures on enrollment, appointment as GTA or GRA, graduate student travel, etc.
• Assist Graduate Directors in verifying graduate student enrollment, confirming that students have registered for required hours and informing directors of non-enrollment
• Prepare exam materials, administer exams, and record results for graduate comprehensive examinations, and submit graduation documents to the Graduate School
• Draft offer letters for new and returning Graduate Teaching Assistants and Associates
• Provide spreadsheets with GTA information to Health Services and Bursar's office to ensure GTA insurance coverage and application of fee waivers
• Schedule new international GTAs for OPIc testing (to establish English language proficiency)
• Maintain placement records for graduates of the PhD, MA, and MPPA programs and prepare reports using gathered data as requested by department head, graduate directors, College, or other University offices.
• Coordinate the bi-annual orientations for new graduate students
• Coordinate annual graduate hooding ceremony for Political Science faculty, students, and families
Timetable and Registration (Banner and Argos):
• In consultation with the department head, prepare timetables in Banner and provide room scheduling information to the Registrar's Office, working with the Howard Baker Center to schedule specific classrooms for graduate courses
• Process course adds, capacity overrides, and registration permissions for students taking Political Science courses
• Provide daily enrollment reports using data from Argos
• Maintain spreadsheets for course offerings each semester and individual instructor's assigned classes per semester, and provide data to department head as requested
• Communicate with Registrar's Office in order to obtain instructor eligibility for new instructors
• Compile electronic syllabi for departmental classes to be included in the college data base
• Gather final grades from instructors and submit grade changes to Registrar's Office
• Organize each course's final evaluations by students for department head's use in instructors' yearly evaluations
• Produce handouts for students with each semester's course offerings and instructors' office hours and contact information
Administrative duties:
• Coordinate and verify text book adoptions with the Volshop Textbook Office and order instructors' desk copies through publishing companies
• Order departmental supplies through UT Marketplace and Convenience Copier, and maintain an inventory of departmental supplies
• Produce a departmental faculty and staff directory and compile information to be used in updating the departmental listserv each semester
• First point of contact for faculty, staff, students, and visitors to the department
• Produce, sell, and track tickets for annual honors banquet for faculty and students
• Other duties as assigned

 Qualifications
 Knowledge, Skills and Abilities:
• Excellent customer service and interpersonal skills
• Knowledge of scheduling software
• Demonstrated Skills in Microsoft Office (Word, Excel, Access and Outlook)
• Use of basic office equipment, including multi-line phone, computer, printer, fax, scanner, and copier
• Strong skills in written and verbal communication
• Skilled in maintaining detailed records and creating required reports from the information
• Skilled in organizing and completing work responsibilities independently
• Must possess the ability to effectively communicate with a diverse faculty, staff, students and visitors on a daily basis while being a positive representative of the department
• Needs ability to multi-task, work independently, manage constant interruptions and meet conflicting deadlines
• Ability to problem solve and work well with others

Preferred knowledge, skills, and abilities:
• Knowledge of university policies
• Knowledge of admissions and graduation applications, forms, and procedures
• Knowledge in the UT programs: ADMIT, Banner, Argos, and Nolij

Minimum Requirements:
• High School education with three to five years of office experience required, preferable in an academic setting.

Preferred Requirements:
• Associates degree with one to two years office experience, preferably in an academic setting

Applicants must apply through the UT HR Recruitment website: http://hr.utk.edu/recruitment/
 

Job

  Administrative Support 

Primary Location

  US-Tennessee-Knoxville 

Organization

  Political Science 

Schedule

  Full-time 
Campus/Institute  Knoxville 

Job Posting

  Sep 7, 2018, 9:47:48 AM