Administrative Aide-Admin-College of Pharmacy

$38,563 - $38,563/Yr

University of Tennessee - Memphis, TN

Full-time

Memphis, TN

Educational Services

About the position

The Administrative Aide in the College of Pharmacy at the University of Tennessee Health Science Center plays a crucial role in providing comprehensive administrative, clerical, and bookkeeping support to faculty, staff, and students. This position is essential for ensuring the smooth operation of the college by acting as a subject matter expert on university policy guidelines and various administrative processes. The Administrative Aide is responsible for a range of tasks including IRIS data entry, managing orders and payables, overseeing inventory, and processing travel requests and expense reports. This role requires a proactive individual who can handle multiple responsibilities efficiently and effectively. In this position, the Administrative Aide prepares and enters contracts and Non-Compete Justifications (NCJs) for the college, ensuring that all contracts are monitored and reconciled properly. The aide will also assist in generating monthly expenditure reports for faculty, securing necessary approvals, and preparing travel requests and expense reports. Additionally, the role involves ordering office and lab supplies, including essential equipment for faculty and research personnel, and preparing internal transfer vouchers. The aide will also assist with equipment inventory and contribute to self-assessment reports, ensuring that all procurement card transactions are reconciled accurately. The Administrative Aide will be expected to maintain a high level of organization and attention to detail, as they will monitor and reconcile activities in state and restricted accounts for the College. Furthermore, the aide will prepare organizational memberships and subscriptions for faculty and staff, and perform other duties as assigned to support the overall mission of the College of Pharmacy.

Responsibilities

• Prepares and enters contracts and Non-Compete Justifications (NCJs) for the college.
• Reviews, reconciles, and monitors contracts; processes invoice-related contracts and ensures payments are within the stipulations of the executed contracts.
• Assists in providing monthly expenditure and other reports to faculty and secures faculty signatures after their review and approval.
• Prepares travel requests and expense reports.
• Orders office and lab supplies including computers, printers, and research equipment for faculty, research technicians, graduate students, and postdocs.
• Prepares internal transfer vouchers.
• Assists with equipment inventory, space survey, and self-assessment reports.
• Prepares and submits requisitions and NCJs for the college.
• Assists procurement card holders with reconciling orders to payments posted on credit card statements.
• Monitors, reviews, and reconciles activity in state and restricted accounts for the College.
• Prepares organizational memberships and subscriptions for faculty and staff.
• Performs other duties as assigned.

Requirements

• High School Diploma or GED (transcript required).
• Two (2) years of administrative experience in an office environment; OR Associate's Degree in lieu of experience.
• Experience working in UT System with IRIS and Blackboard preferred.
• Excellent interpersonal skills that facilitate effective relationships with faculty, staff, students, and constituents of the college.
• Ability to multi-task and meet short- and long-range deadlines.
• Strong computer skills including Microsoft Word, Excel, and Adobe.
• Proficient in IRIS or ability to learn the system.
• Ability to initiate tasks and work independently with little to no supervision.
• Excellent written and oral communication skills to interact with a diverse group of faculty, students, staff, and visitors.

Nice-to-haves

• Experience working in the UT System with IRIS and Blackboard preferred.