Administrative Associate: Department of Chemistry - UTK

The Department of Chemistry is seeking a dynamic individual who can be the initial point of contact for the department and provide comprehensive administrative support.  Responsibilities include customer service, department communications, undergraduate and visitor hiring and onboarding, payroll documentation expert, payroll verification/reconciliation, visitor travel reimbursement, and support for department events.  The role requires strong organizational, communication, and problem-solving skills, and attention to detail.  This position requires the ability to work independently in a fast-paced, academic environment while maintaining confidentiality and excellent customer service.

• Internal customer service regarding building accesses, mail management, scheduling meetings and corresponding room reservations. Assistance in discerning who the customer needs to meet with to reduce the number of interruptions for main office staff.

• External customer service responding to in-person or phone inquiries from the public regarding general chemistry information.

• Department Human Resources for visitors and undergraduate students, maintain department database, immigration visas for visitors

• Assist the Associate Head of Undergraduate Programs with the recruiting and onboarding of non-paid high school students who will work in Chemistry laboratories.

• Departmental support: copy class resources for 300 level and higher courses, copier management. Assist with 1-3 weekends or after work hours events per year; assisting with set up, tear down, cleaning and physical labor to move furniture.

• Financial: process travel reimbursements for visitors, biweekly and monthly payroll verifications (excluding graduate student payroll), assist student supervisors with verifying their time cards

• Faculty Human Resources: Assisting with searches with travel arrangements, reimbursements, visit itineraries, announcements, and restaurant reservations; process 1-2 Non-Tenured-Track and 1-2 Tenure-Tracked Promotion cases annually

Required Qualifications

• Education and Experience: 
  • High School diploma with 2 years in an administrative position 
  • OR associate’s degree with 1 year in an administrative position.  
  • Administrative position should be in an office or academic setting.     
• Knowledge, Skills, Abilities: 

  • Knowledge of Microsoft Outlook (email and calendar), One Drive, Word, Excel, and PowerPoint. Minimal knowledge of Access. 

  • Ability to learn new software quickly

  • Strong attention to detail and strong organizational and listening skills

  • Excellent oral and written communication skills; ability to effectively communicate with diverse constituencies 

  • Ability to multi-task, work independently, manage constant interruptions, and meet conflicting deadlines

  • Ability to work with a team 

  • Ability to problem solve and make data-based decisions 

  • Ability to accurately enter or modify data or other content types 

  • Ability to read, interpret, and apply policies and procedures in a work setting; 

  • Excellent customer service skills and excellent interpersonal skills 

  • Ability to build and maintain a respectful work relationship across a diverse workforce

  • Ability to maintain confidential information

Preferred Qualifications

• Knowledge, Skills, Abilities: 

  • Knowledge of FERPA

  • Knowledge of UT HR time reporting policies

  • HR functions with respect to position creation, hiring, and termination

  • Knowledge of large-platform ERP, such as Oracle

  • Knowledge of current University of Tennessee travel policies and procedures

  • Knowledge of Banner

 

Work Location

• Knoxville, TN 
• On-campus position (minor/occasional work from home opportunities)

Compensation and Benefits

• UT market range: MR04
• Anticipated hiring range: $29,000 - $37,000
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions 

For full consideration applicants should submit the following materials before March 15th, 2026:

• Cover letter

• Resume

A review of all applications will begin immediately and will continue until the position is filled.

 

About The Department

The Department of Chemistry is the oldest PhD granting department at the University of Tennessee, Knoxville, offering the University’s first PhD degree in 1947. Our 25 faculty members (and growing) have research interests that span the traditional areas of chemistry and encompass new interdisciplinary fields such as materials chemistry, chemistry of the life sciences, and environmental chemistry. Our graduate PhD and MS programs are also growing and include people from diverse cultures, providing an international business environment.

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service. 
UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee’s flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory. 
The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.  
UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone. 
The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as “Best Employer for New Graduates,” “One of America’s Best Large Employers,” and “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine.  
Apply today and join the Tennessee Volunteer community!