Administrative Support Assistant II – Department of Food Science (UTIA)

Job Summary:

Performs secretarial and/or clerical duties, answering phones, assisting with phone inquiries as appropriate, copying, laminating, directing visitors, ordering office supplies, distributing incoming mail, notifying persons of received packages, scheduling room reservations in 25Live and assisting with various workshops/seminars and events. Checks in weekly with the Food Safety and Processing Building to sort out mail, check and organize office supplies.

Job functions:

· Execute all aspects of the Online Better Process Control School Course and the Online Domestic Kitchen Training program. Mail books and make certificates accordingly.

· Assist faculty in organizing and coordinating Extension educational programs, including handling, and maintaining records of registrations, participant database, collection of fees, and online receipting for workshops, special programs, etc.

· Ensure that all travel request and travel expenses are entered into Concur correctly.

· Assist with departmental calendar of travel.

· Make room reservations for conference room and other rooms. Approve/decline room reservations for the Food Science conference room from other departments.

· Keep up to date with new and updated University of Tennessee Policy and Procedures.

· Receive samples for Scheduled Processing Authority and receipt payment if applicable.

· Manage departmental cheese sales.

· Receive visitors and telephone calls in an efficient and professional manner.

· Assign Parking passes as needed.

· Retrieve monthly reports for copy machines in Food Science and Food Safety.

· Ensure all cash and checks received by the department are correctly entered into the Online Receipting Site.

· Order supplies through Marketplace.

· Perform other related duties as required.

Minimum qualifications:

Must have a high school diploma, or equivalent.

Experience: 1 year of experience in an office environment.

Skills and Abilities: Strong interpersonal and organizational skills with the ability to multi-task; computer proficiency including Microsoft Office programs is required.

Preferred/Desired qualifications:

Interest and ability to learn necessary software. Experience using IRIS or other SAP-based information management systems.

AG