Job Details

Personnel Specialist: College of Arts & Sciences - UTK

Position Number: 6127559
Location: Chattanooga, TN
Position Type: Human Resources

Personnel Specialist: College of Arts & Sciences - UTK
Knoxville, TN, United States

Job Identification: 2470
Job Category: Administrative
Posting Date: 04/04/2025
Job Schedule: Full Time
Locations: 1311 Cumberland Avenue, Knoxville, TN, 37996, US

Job Description
This position is part of CAS Support Services, serving as the subject matter expert for Human Resources processes for specified units within the Social Services Division. This position works with the unit Business Managers and constituent Department Heads to coordinate submission of human resources and financial transactions, ensuring compliance with University policies, and providing necessary reports related to financial accounting, budgets, and salaries.

Responsibilities
Coordination of faculty search, leave, and promotion/tenure processes:

Coordinates tenure-track faculty and non-tenure-track faculty searches for the units, serving as the primary resource for Interfolio submissions by faculty and department heads
Serves as subject matter expert for constituent units on search policies and procedures
Prepares Recommendation for Faculty Appointment packages as needed
Serves as subject matter expert for constituent units on leave policies and procedures
Coordinates faculty development leave requests, zero-teaching assignment requests, and modified duties assignments in Interfolio, serving as Department Case Facilitator
Coordinates promotion and tenure process for tenure-track faculty in Interfolio
Coordinates promotion process for non-tenure-track faculty in Interfolio
Reviews faculty and department head responses in Interfolio as needed/requested
Serves as contact with the College and Provost's Office on matters related to faculty searches, leaves, and promotion/tenure for specified units
Initiates personnel transactions, including personnel change forms, teaching overloads, additional pays, etc. as needed
Drafts and send communications to faculty related to information needed dossiers and leave requests, and to provide status updates.

Coordination of International Student and Scholar processes:

Coordinates the F and J visa processes for international students and scholars
Coordinates the H1-B immigration process, completing the Departmental Application in the iVols portal, gathering required documents from the candidates and units
Completes the H-1B Department Request Form, Actual Wage Form, and Export Control Form
Coordinates the request of checks for the H-1B process with the Business Managers/Accounting Coordinators
Submits completed H-1B request to ISSS
Monitors visa expiration dates and works with students and scholars to renew visas in timely manner
Coordinates on-boarding of international students and scholars, ensuring that international students have pre-arrival information and are enrolled in international student orientation
Serves as liaison with International Student and Scholar Services and the Center for Global Engagement
Drafts and sends written communications to scholars and incoming International hires to ensure the visa process is completed appropriately and in a timely manner

HR and Payroll support:

Coordinates the payment process for Winter mini-term and Summer Mini-term, ensuring that payments are processed for all courses offered with salaries approved by the College office
Initiates hiring of term faculty for Summer School as needed, communicating with the individuals to be hired in order to complete the I-9 and to gather needed information for completion of the hiring process
Initiates personnel changes and appointment of Graduate Teaching Associates for Summer School as needed
Requests new positions for Graduate Teaching Assistants temporarily assigned as Graduate Teaching Associates for summer
Adds position to GTAssistants if they are Instructors of Record during the summer
Processes other personnel actions as needed

Financial Support:

Backup support for Accounts Payable (vendor creation, payment of invoices)
Makes purchases on Procurement Card, ensuring the p-card purchases are allowable and compliant with fiscal policy
Inputs accounting transactions in DASH and ensures that they comply with fiscal policy and that they are appropriately classified
Assist with entries for scholarship/fellowship disbursements, as needed
Backup for processing travel requests and expenses
Prepares deposits
Assists with annual preparation of the budgets by providing salary budget position detail reports for constituent units

Compliance Efforts, Preparation of Reports, and Unit Assistance:

Assists department heads and faculty to ensure compliance with the guidelines, policies, and procedures of Equal Opportunity and Accessibility, Human Resources, and College and the Provost's Office
Tracks completion of required Outside Interest Disclosures for constituent units and sends reminder emails on behalf of department heads
Provides historical data on faculty leaves to determine eligibility for FDLs and other leaves
Provides salary history reports as requested
Completes special projects as requested
Provides administrative support for department head and faculty in departments as needed, including the drafting and sending of written communications
Handles communications with faculty, students, and visitors to the department as needed
Responds to inquiries from faculty, students, colleagues, and other UT departments as needed

Qualifications
Required Qualifications

Education and Experience: Bachelor's degree with 2 years of experience in an administrative position; or High School Diploma with 4 years of experience in an administrative position

Knowledge, Skills, Abilities:

Demonstrable ability to communicate effectively verbally and in writing

Demonstrable ability to read, comprehend, and interpret policies and procedures

Demonstrable ability to identify, articulate, and solve problems

Demonstrable organizational skills, with the ability to manage multiple projects across units

Ability to work as part of a team as well as to perform independently in an fast-paced and active environment

Demonstrable integrity in work performance, including the ability to maintain confidentiality

Knowledge of Microsoft Office software, particularly Outlook, Excel, and Teams

Demonstrable knowledge of a large platform HR/payroll system

Preferred Qualifications

Experience: Experience in higher education; experience in a human resources position

Work Location: This position will work onsite at the University of Tennessee, Knoxville campus

Compensation and Benefits

UT market range: MR06
Anticipated hiring range: $47,000-$51,000, DOE&Q
Find more information on the UT Market Range structure here
Find more information on UT Benefits here

Application Instructions

For best consideration applicants should submit a cover letter, current resum, and 3 professional references with the application.

About Us
The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.

Apply today and join the Tennessee Volunteer community!

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/2470/?mode=location