Administrative Associate, Department of Civil and Chemical Engineering, College of Engineering and Computer Science

Job Description

The University of Tennessee at Chattanooga (UTC) invites applications for an Administrative Associate in the Department of Civil and Chemical Engineering within the College of Engineering and Computer Science. This position provides high-level administrative, financial, and operational support to the Department Head, faculty, staff, students, and external partners. The role requires strong organizational skills, independent decision-making, and the ability to thrive in a fast-paced environment with shifting priorities.

Responsibilities

Department Head Support

• Serve as the primary administrative support for the Department Head, managing calendars, coordinating communications, and tracking deadlines.
• Assist with departmental, college, and accreditation reports; provide documentation for EDO, Promotion & Tenure, and ABET self-studies.
• Manage correspondence, prepare meeting materials, and coordinate sensitive processes, including grade appeals.
• Extract and prepare reports from Argos/Banner in compliance with FERPA.
• Support course scheduling and faculty book adoptions, including ordering desk copies.

Financial & Budget Support

• Process biweekly payroll in DASH for students, graduate assistants, and staff; reconcile monthly payroll.
• Submit DASH transactions, including hires, labor schedules, and employment changes.
• Manage approximately 30 restricted, state, and gift accounts, including monthly reconciliations and financial reporting.
• Prepare adjunct and summer payroll, ADL forms, reimbursements, travel requests, and procurement card reconciliations.
• Support faculty grants by tracking budgets, preparing financial summaries, and coordinating with PIs and Research Office staff.
• Order supplies, manage purchases across departmental and grant accounts, and coordinate departmental swag and logo requests.

Office Management

• Serve as the department's primary contact, greeting students, families, alumni, community partners, and sponsors.
• Supervise student assistants and manage onboarding, scheduling, and time sheets.
• Coordinate office and lab supply purchases, key and access requests, equipment usage invoices, and office space preparation.
• Support faculty hiring processes—including advertising positions, scheduling interviews, arranging travel, preparing itineraries, and submitting new-hire paperwork.
• Reserve classrooms and conference rooms, collect faculty syllabi and CVs, and assist with exam proctoring and communications.

Student Support

• Assist students by providing guidance on departmental and university procedures, class overrides, and available opportunities.
• Coordinate tours with UTC Admissions and schedule prospective student meetings.
• Manage swipe access requests for students, faculty, and staff.
• Maintain student files, process student hires, and enter timesheets.

Event Planning

• Coordinate departmental and advisory board meetings, as well as special events.
• Arrange travel, room scheduling, catering, and logistics for departmental events, visiting companies, student activities, FE Review sessions, and college outreach events.

Knowledge, Skills, and Abilities

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint), Outlook, Adobe Acrobat, Visio, and DASH.
• Ability to remain flexible and composed in a fast-paced environment with shifting priorities and frequent interruptions.
• Strong accounting and general office procedure skills.
• Self-motivated learner with high accuracy and strong research skills.
• Ability to work independently with minimal supervision.
• Ability to lift materials, walk between campus buildings, and assist with event setup as needed.
• Ability to work effectively with various groups of people.

Review of applications will begin March 2, 2026, and continue until the position is filled. Applications received by this date will receive priority consideration.

Qualifications

Required:

• High school diploma or GED
• Four (4) years of relevant experience

Preferred:

• Bachelor’s degree

Work Location: University of Tennessee – Chattanooga, TN Campus. This is a fully on-site position.

Compensation and Benefits:

• UT Market Range: MR06
• Anticipated hiring salary: $21.63/hr