Administrative Assistant Operations - UT Police Department - UTK

University of Tennessee•Knoxville, TN

About The Position

The Administrative Assistant Operations provides general administrative support to the Operations Division of the UT Police Department, primarily supporting the Deputy Chief of Operations, patrol, and special events operations. The position supports purchasing, reporting, correspondence, special-event scheduling and coordination, records maintenance, temporary staff hiring administration, and grant submissions. Other administrative operational duties may be assigned.

Requirements

High school diploma.
Good written and verbal communication skills.
Positive interpersonal skills.
Decision-making skills.
Active listening skills.
Strong computer skills, including data entry and Excel proficiency, and basic knowledge of Word and Adobe Professional.
Ability to be self-motivated and multitask.
Ability to work in a multicultural setting.
Ability to gather data, compile information, and prepare reports.
Ability to use tact and discretion when dealing with a variety of issues.
Ability to establish and maintain effective working relationships with individuals and groups.

Nice To Haves

Associate degree.
Advanced knowledge of DASH, Excel, and other related software.

Responsibilities

Assist with purchase requests for non-quartermaster items needed in the Operations Division.
Assist with general administrative reporting for the Operations Division.
Assist with correspondence for the Operations Division.
Create and update event postings in the extra-duty scheduling system using information from Special Events supervisors, and add information to the ledger.
Reconcile final special event rosters with staff billed for accuracy.
Assist with distributing approved event communications.
Assist with outside-agency coordination, including distributing event opportunities, collecting rosters, updating contact lists, and confirming receipt of event information.
Prepare event and command-post materials, including sign-in sheets, briefing packets, contact lists, assignment lists, forms, maps, and other supporting documents.
Maintain organized electronic files, including staffing records, rosters, correspondence, briefing materials, completed forms, and after-action documentation.
Compile Special Events information and reports, including event counts and types, staffing levels, vacancies, outside-agency participation, and other operational data requested by leadership.
Assist with administrative duties needed to hire special event temporary staff.
Assist with gathering reporting information for grant submissions.
Compile relevant statistics and narrative summaries for grant submissions.
Perform other administrative operational duties as assigned.