Administrative Assistant: Department of Mathematics - UTK

The Administrative Assistant for Math Majors/Minors/Honors program is responsible to assist and work together with the Associate Head for Math Majors/Minors and the Director of Math Honors Program in managing and coordinating various aspects of the Mathematics Department's Math Majors Program, including the newly established Actuarial Science Program. This position will provide support and facilitate communication for related academic activities, events, recruitment, and other initiatives. This includes, but is not limited to, providing support on recruiting and on-boarding program participants, overseeing the execution of program activities, planning new initiatives, and working with several departmental committees.

This position’s knowledge of departmental, College, and University curriculum policies provides a vital resource to the department faculty and students. This position also works and collaborates closely with the office of the Associate Head for General Math Education, the Testing Support Center, and the Math Place, and acts as a liaison to the college’s Advising and Admissions Offices to ensure the successful implementation and ongoing success of the math undergraduate programs.

Program Support

• Assist and work together with the Associate Head for Math Majors/Minors to manage and coordinate math majors, minors, and honors programs and activities; including the Math Honors Program, Actuarial Science Program, Junior Colloquium, Knox Math Lab, academic program development, social activities for math majors/minors, communication, recruitment, and outreach activities.
• Serve as the department point of contact for the College and the University regarding curriculum development and policies. Communicate with students, faculty, and non-departmental individuals to ensure a smooth flow of program information and activities. Ensuring information meets departmental, College, and University policies and requirements for each degree program.
• Provide resources, information, and assistance to both faculty and students.
• Compile and maintain the database for the math undergraduate alumni and assist the Math Board of Visitors (BOVs) in communicating with them.
• Manage, design, and update undergraduate program website content as needed, including yearly program changes, deadlines, and general program modifications. This includes information for current as well as prospective students about degrees, certificates, and concentrations offered as well as requirements, funding and scholarship information, course listing, special exam information, award and scholarship nomination or application information, job applications, and graduate school applications.
• Manage program timelines and milestones, adjusting as necessary to meet program goals.
• Monitor math students’ progress through the program to ensure timely completion. Alert the Associate Head and faculty advisors when problems and issues arise and are identified.
• Provide various reports and data regarding math undergraduate programs. Complete an assortment of surveys requested from different universities, mathematical agencies, program reviews, etc., that include information regarding graduation rates, ethnicity, employment data, etc.
• Maintain undergraduate program student records and provide support throughout the student’s enrollment within the program. Use a professional system for report generation, course rolls, graduation list, etc.
• Assist the Associate Head, program directors, and faculty in participating in various recruiting events such as Engineer Day and local high school events, and develop recruiting strategies.

Administrative Support

• Provide various administrative support for the Associate Head for Math Majors/Minors and the Director of Math Honors Program, and the Director of Actuarial Science Program in managing and coordinating various aspects of the Mathematics Department's undergraduate programs.
• Provide logistical and clerical support for the math majors-related academic committees.
• Assist in generating recruiting materials, such as brochures, specialty flyers, and posters for the programs. Schedule site visits for potential students and give them information regarding our programs, scholarship support, and the application process.
• Assist in filling out curriculum change forms and submitting them to the University’s online system (HelioCampus).
• Serve as the point of contact for current and potential math undergraduate students. Answer any questions they may have about the programs and application process.
• Provide logistical and clerical support for faculty in directing undergraduate research projects, especially through Knox Math Lab, and in preparing math competition events such as Putnam, Allen Medal, and those in the MAA sectional meeting.
• Work with the departmental staff team to assist faculty in organizing academic and educational activities and events.

Required Qualifications

Education and Experience: High School Diploma with a minimum of 2 years of administrative experience; OR Associates Degree with a minimum of 1 year of administrative experience.

Knowledge, Skills, Abilities:

• Excellent administrative, problem solving, organizational and time-management skills
• Outstanding interpersonal, verbal and written communication skills, with the proven ability to work collaboratively as a team player as well as develop and foster communication and teamwork with a diverse audience
• Strong customer service skills, attention to detail
• Proficiency in using Microsoft Word, Excel spreadsheets, and databases with demonstrated ability to learn new software and processes
• Ability to manage and organize multiple projects

Preferred Qualifications

Education: Bachelor’s Degree.

Experience: Administrative experience in higher education and/or CAP certification

Knowledge, Skills, Abilities:

• Knowledge of UT systems such as Banner, AdAstra, Argos and Google software.
• Knowledge of UT policy and procedures and relevant state and federal laws such as FERPA.
• Ability to handle complex data entry.

Work Location: Onsite at the University of TN, Knoxville

Compensation and Benefits:

• UT market range: 05
• Anticipated hiring range: $39,000 - $44,000 DOE&Q
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions: For full consideration, interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for 3 professional references. Screening of applicants will begin immediately and will continue until the position has been filled.