Administrative Assistant For Research %26 Graduate Programs - College Of Veterinary Med-Adm
Institute of Agriculture
Location: knoxville, Tennessee
Internal Number: 223447
Administrative Assistant for Research & Graduate Programs
The University of Tennessee, College of Veterinary Medicine, invites applications for the position of Administrative Assistant for Research & Graduate Programs. The primary purpose of this position is to provide administrative assistance for the Office of Research and Graduate Studies, to include the Associate and Assistant Deans for Research and Graduate Studies, and to coordinate admissions and provide support for graduate students enrolled in the Comparative & Experimental Medicine (CEM) Graduate Program.
Provide administrative assistance for the CEM graduate program. Communicate program information to prospective students. Monitor Slate for new student applications and updates; disseminate applications to CEM Admissions Committee for review; process application exceptions and decisions; send offer of admission letters to students. Organize and conduct orientation for new students (reserve room, materials, tours, photos); connect new students with hiring personnel, if needed. Maintain student files, monitor progress, identify problems; solicit and review annual student progress reports. Monitor grades submission each semester (send faculty reminders, print & file grade sheets, assist with supplemental grade forms as needed). Run student academic histories at end of semester to check for requirements met or missing. Update CEM student handbook yearly with new program information and in accordance with Graduate School catalog/academic policies. Enter course timetable information into Banner prior to each semester; process registration permissions; work with faculty on setting up special/advanced topics courses; collect syllabi. Handle logistics for CEM 616 research seminars (reserve rooms, send announcements, process speaker travel and invoices, maintain expense spreadsheet). Review Admission to Candidacy applications prior to submission to the Graduate School; keep track of exception memos and/or appointment letters that need to be included. Assist with thesis/dissertation defense logistics (reserve room, send announcement, distribute & collect audience feedback forms, send literature review rubric to committee, send exit survey to graduates). Update stipend/tuition master list each semester; provide stipend/tuition budget projections; send list of fee waivers to Bursar's Office each semester; send fee-level list of dual degree students to the Assistant Dean/Director of Student Services, UTK Graduate School each semester. Communicate graduation deadlines, insurance information, training events, announcements, and other important information to students and/or faculty. Run Argos reports on graduation applications each semester; send graduation deadline reminders to students; track final grades; send GRA termination form to students (if applicable). Update various internal student databases, master lists, and email groups regularly. Maintain program reference manuals and update as needed. Format CEM catalog changes for CEM Curriculum Committee review and approval; submit final draft to Graduate School by the deadline. Serve as liaison with Graduate School/Graduate Admissions/Bursar's Office/Registrar's Office. Attend Director of Graduate Studies workshops (fall & spring); make notes; implement updates/changes. Update CVM research, Center of Excellence, and graduate programs websites as needed.
Provide administrative assistance to Associate Dean for Research and Graduate Studies and the Assistant Dean for Research and Graduate Studies. Coordinate meetings and take/post minutes for CVM Research Committee and maintain the committee website up to date. Center of Excellence in Livestock Diseases and Human Health: Send out yearly call for research proposals, collect and post to Sharepoint, enter reviewer scores into spreadsheet & compile reviewer comments; send out award notifications; solicit annual progress reports from awardees. USDA NIFA research capacity funding: working in REEport: Submit yearly program of research, annual report, capacity report; maintain award database for capacity reporting. UTCVM Research Day: Assist with logistics, reserve rooms, arrange lunch, assist with registration; prepare judges forms, moderator guides, award calculator spreadsheet, award certificates & letters; process speaker travel and invoices. Manage the administration and awarding of Research Awards (e.g. Zoetis Research Excellence Award; Boehringer Ingelheim Faculty Mentoring Award) - submit awardee information to sponsors and financial forms to awardee; receive award letter and plaque. Maintain updated websites. Assist in preparing and writing research reports for the Center of Excellence in Livestock Diseases and Human Health; UTCVM professional accreditation reports (annual updates, interim reports, and comprehensive reports) for the Council on Education American Veterinary Medical Association; graduate program reports for the Comparative and Experimental Medicine graduate program for the UTK Graduate School and for program review and accreditation.
Process travel for Dean's Office personnel, guest speakers, and graduate students. Collect vendor forms and process honoraria for guest speakers. Assist with scholarships and awards (award letters, payment authorization forms). Initiate vendor forms and process honoraria for guest speakers.
FedEx - process shipping labels for Admin Office; forward shipping receipts to CVM Accounting Office.
Reserve rooms for college and research functions (committee meetings, graduate comprehensive exams, graduate defense, etc.). Assist other college units in room reservations when assistance is needed.
The Institute’s four major units are the College of Agricultural Sciences and Natural Resources, the College of Veterinary Medicine, UT AgResearch and UT Extension. The Institute contributes to improving the quality of lives and enhancing the agricultural, economic, environmental and social well-being of Tennessee. Our clientele include students, families, farmers, 4-Hers, agribusiness and the general public.