University of Tennessee Chattanooga

Job Description

The College of Emerging and Collaborative Studies (CECS) at the University of Tennessee, Knoxville (UTK) invites applications for an executive administrative assistant to begin as soon as possible. This position will provide administrative and clerical support to the Vice Provost and Dean of CECS. Additionally, it will plan and provide support for events, travel, and assist with financial, HR, and operational business activities as needed. This position will work closely with the Vice Provost and Dean of CECS and CECS Staff to perform daily administrative functions.

Responsibilities

Administrative and Clerical Support to the Vice Provost/Dean of CECS:

• Administrative and Clerical Support to the Vice Provost/Dean of CECS
• Manages Vice Provost/Dean's calendar. Acts as point of contact for scheduling Vice Provost/Dean
• Provides meeting support for VP/Dean by scheduling meetings, reserving meeting rooms, or setting up Zoom/conference calls, preparing agendas, communicating with attendees, attending and taking notes, providing follow-up administrative support, and keeps track of all action items
• Provides administrative support for VP/Dean by performing research to seek, gather, and compile requested data and information; preparing documents; drafting, preparing and sending communications (letters, memos, emails); maintains, creates, and updates official files, documentation, lists and websites; creates forms; and general administrative support
• Provides support for VP/Dean committees and advisory groups. Maintains lists and rosters, prepares documents, schedules meetings, and performs project work
• Initiates and drafts correspondence on behalf of the VP/Dean
• Assist the VP/Dean with critical documents, procedures, and website updates, as needed
• Supports generation of annual reports, MOUs, and other similar documents
• Maintains records of VP/Dean meetings, annual calendar, shared folders and their membership
• Organize and coordinate VP/Dean search committees and interview processes on behalf of the VP/Dean
• Proactively monitors deadlines and time-sensitive operations for the VP/Dean
• Send special announcements, emails on behalf of the VP/Dean
• Creates and maintains reservations for CECS spaces
• Responsible for all food orders for VP/Dean meetings

Travel and Financial Transactions

• Act as travel subject matter expert and assist CECS faculty and staff with entering and processing travel
• Supports CECS fiscal information office as needed with financial transactions – accounts payables and receivables, miscellaneous reimbursements, and processing invoices
• Has understanding of University fiscal policies and procedures

College Administrative Support

• Supports CECS Staff with various office tasks, such as scheduling
• Provides logistical support for CECS events, including using technology, sending communications and invitations, and managing RSVPs
• Provides event assistance during pre-event setup, event day, and on-site as well as graduation assistance
• Provides event support for CECS and has the availability to attend after hours and/or weekend events as needed (will be compensated)

Other

• Manages faculty and student awards processes for CECS by drafting and sending communications to call for nominations, working to increase the number of nominations, receiving and compiling nominations, organizing committees to review nominations, and providing committee and admin support throughout the process
• Provides administrative management on various projects in support of the VP/Dean of CECS for student outreach, recruitment, and retention activities, as well as internal and external partnership engagement events and programs

Qualifications

Required Qualifications and Experience:

• 3 years of administrative office experience
• Superior-level customer service experience required
• Excellent and effective oral and written communication to various audiences
• Microsoft Office skills (Outlook, Excel, Word, PowerPoint, SharePoint, etc.)
• High attention to detail
• Ability to organize work, multi-task, and manage deadlines
• Ability to maintain confidentiality

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 visa status.

Desired Qualifications and Experience:

• Bachelor’s and/or Master’s degree or more than 5 years of administrative office experience
• CAP certified (Certified Administrative Professional)
• Experience with Higher Education practices and UT policies and procedures
• Experience with existing campus platforms: DASH, Canvas, Interfolio, Banner, etc.

Work Location

• Location: Knoxville, TN
• Onsite

Compensation and Benefits

• UT market range: MR 06
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

To Apply

In order to be considered for candidacy, please include a cover letter and resume in addition to the online profile. Applicants should complete the online profile in its entirety to demonstrate the minimal education and experience required for this position. Incomplete profile information as it relates to the requirements listed will eliminate candidacy for this opportunity. Review of applications will begin immediately and will continue until the position is filled.

Who We Are Looking For:

We are searching for a pathfinder, problem navigator, and strategy creator, who proactively works to make us more efficient and effective through teamwork and collaboration. We need an intentional learner with intellectual resilience to tackle new challenges, welcoming uncertainty with a growth mindset. We need a seasoned professional, who exercises good judgment and can be trusted to provide sound counsel to colleagues and leadership. We need a teammate dedicated to our mission and who shares our values.

Who We Are:

We are a small team of energetic, adaptable, and hardworking individuals committed to educational initiatives that will lead to meaningful careers for our students and a positive impact on society. Every member of our team is a valuable collaborator, driven entrepreneur, and proficient multi-tasker dedicated to working together to find innovative approaches to achieving our shared goals. We are fast-moving and growing. Our work is constantly evolving to meet changing needs.

About the College:

The College of Emerging and Collaborative Studies (CECS) at the University of Tennessee, Knoxville, is at the forefront of changing the future of higher education. It is a first-of-its-kind college created to meet the needs of students seeking a customizable degree path in emerging fields such as artificial intelligence and data science that leads to rewarding careers upon graduation. CECS offers timely, innovative, student-centric degrees, minors, and stackable certificates at both undergraduate and graduate levels that address the future talent gap and expose students to experts and disciplines from across campus through a cross-cutting curriculum. CECS utilizes strong industry partnerships to ensure students gain relevant skills and real-world experience, offering for-credit internships and multi-disciplinary projects. CECS emphasizes the cohort experience where students learn and interact with fellow students from across campus and disciplines, allowing them to learn from one another and work together to solve real-world problems.

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!