Administrative Associate: Department of Ecology and Evolutionary Biology - UTK

This position exists to assist the Business Manager & Department Head in all operations related to smooth operation of the front office and reception, and serves numerous critical roles related to undergraduate and graduate programs in the Department of Ecology & Evolutionary Biology (EEB), as well as work related to human resources and payroll. This position assists the undergraduate director with the coordination of the department's undergraduate program, including timetable management, assistance with the curriculum process, and is the departmental resource for questions related to Banner. This position supports the Director of Graduate Studies in the recruitment, appointment, and support of graduate assistants. Additionally, this position is the primary support for human resources and payroll actions in the department. This position is the first point of contact in the department for students, parents, visitors, faculty, and staffs, as well as with off-campus contacts (vendors, donors, etc.).

• Academics - enter time table info in Banner in conjunction with curriculum committees approval; Assist students with registration problems; check that all grades have been entered each semester; work closely with curriculum committees to ensure that updates are made on courses, curriculum requirements and student handbooks; run reports; prepare spreadsheets/tables as needed by curriculum committees; collect faculty syllabi; liaison between students, faculty and the university; provide knowledge of University policies and timelines related to effective management of the EEB course offerings and undergraduate program.
• The position also coordinates the EEB undergraduate programs funded by external grants and focused on research and training (applications in for NSF REU site and Ecological Society of America SEEDS chapter). This person maintains and manages the departmental database on current EEB undergraduates and alumni. He/She works with faculty and graduate student TAs to facilitate and schedule enrichment activities including undergraduate poster fair, EEB graduation event, Naturalist Club and other programs for undergraduates based in EEB. 
• Graduate program support - Serves as the Graduate Coordinator for EEB, overseeing the progress of approx. 60 graduate students and serving as liaison with the Graduate School. Provides current information regarding policies and timelines to graduate students and faculty mentors, ensuring compliance with the Graduate Catalog. Manages documentation related to the matriculation of students through the graduate program to help support progress to degree, assisting with understanding and completing required documents for graduation. Coordinate plans for Graduate Recruitment Weekend and events surrounding Graduation.
• Human Resource responsibilities – Aids in processing of time entry, travel, and HR related duties including stipend adjustments, hiring, I-9, and terminations actions. Will be responsible for maintaining files and records for these transactions. Assists faculty in the assembly and submission of promotion and tenure dossiers in Interfolio, and assists in the submission of Faculty Development leave, Educational Leave, and Faculty care modified duties requests (medical and parental) in Interfolio. Assist in hiring Federal Work Study students and serves as a back up for time approval. 
• Coordinates the submission of RIF/EEF plans for faculty PIs in the department, ensuring compliance with HR policy. Works with CGE and international faculty, staff, and students on the completion and submission of visa-related documents, updating status in Everify, as needed. Primary Effort Coordinator for the department, verifying that payroll is properly aligned with effort on sponsored projects and ensuring that correct projects are charged.
• Process miscellaneous forms and transactions - key requests, Fleet motor pool requests, occasional petty cash reimbursements, parking tag requests, 25Live room reservations. Maintains physical, asset, and space inventories. 
• Organize department events – retirement receptions, weekly seminars, graduate recruitment weekend, annual awards reception.
• Greet public in a front office setting; direct incoming calls; process mail; respond to website inquiries; create and edit correspondence; maintain office equipment; order supplies; assist building occupants with access to labs and offices; point of contact for building problems. 
• Responsible for management of web/social media updates, seminar postings, and news.  Aids with newsletter creation and distribution. 
• Other duties as assigned as needed. 

Required Qualifications

• Education: High school diploma or GED

• Experience: Three to four years of office experience.

• Knowledge, Skills, Abilities:

  • Knowledge of MS Office suite, SharePoint, and Adobe.

  • Strong oral and written communication (written and oral) skills.

  • Ability to update websites and social media postings.

  • Ability to multi-task and be detail-oriented.

  • Strong organization skills and the ability to plan, organize, and prioritize work independently.

  • Ability to work independently and as a team member.

  • Ability to work with a diverse group of faculty, students, and staff.

  • Ability to learn new systems and processes quickly, and the ability to adapt to change.

  • Ability to understand and communicate policies to others.

Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Preferred Qualifications

• Education: Bachelor's degree

• Experience: 

  • Previous HR experience. 

  • Experience in a higher education setting.

• Knowledge, Skills, Abilities: 

  • Knowledge of Banner and DASH.

  • Knowledge of UT HR policies and procedures.

Work Location 

• Location: Knoxville, TN

• Onsite

Compensation and Benefits 

• UT market range: MR05

• Anticipated hiring range: $39,000-$43,000

• Find more information on the UT Market Range structure here

• Find more information on UT Benefits here

Application Instructions 

To express interest, please submit an application with the noted below attachments. To be assured of full consideration, completed applications with all requested materials should be submitted by August 22, 2026.

• Resume

• Cover Letter

About The Department 

EEB is in the top 10% of ecology programs in North America based on research impact (Keville et al., 2017), ahead of peer institutions such as UCLA and UC San Diego. Our faculty and students come from around the globe. Our faculty is a mix of internationally known senior researchers and an energetic group of junior faculty at the cutting edges of their fields. We train graduate and undergraduate students with research interests in ecology, evolutionary biology, animal behavior, conservation biology, behavioral and population genetics, computational biology, development of theory for evolution and ecology, ecosystem and community ecology, global change biology, diverse areas of organismal biology, and biology education.