Administrative Assistant - Kinesiology, Recreation, and Sport Studies - UTK

University of Tennessee•Knoxville, TN

22h•$44,000 - $47,000•Onsite

About The Position

This position supports the department's central operations by providing administrative support to the department, performing receptionist duties, acting as the department's liaison for room scheduling and curricular changes, oversees federal work study students, directs and manages marketing initiative, all matters related to the timetable (course scheduling, classroom assignments, etc.), and other duties as assigned. Under the general direction of the Business Manager, this position supports the department's central operations by providing administrative support to the department (Department Head, Associate Department Head, Business Manager, Advising Coordinators, PEAP Director, Graduate Assistants, and main office staff), performing receptionist duties, acting as the department's liaison for room scheduling and curricular changes, oversees 7 federal work study students, directs and manages marketing initiative, all matters related to the timetable (course scheduling, classroom assignments, etc.), and other duties as assigned. This position exists to provide advanced administrative support in the Department of Kinesiology, Recreation, and Sport Studies in the College of Education, Health, and Human Sciences. The department serves over 2000 undergraduate and 160 graduate students, and is comprised of 32 full-time faculty, 14 staff, and over 70 part-time faculty and graduate associates. The department also includes the Physical Education Activity Program, which serves over 5,000 students across campus each year. This position must be willing to adapt to changes, and have strong problem-solving skills in a fast-growing department to ensure the efficiency and effectiveness of day-to-day operations.

Requirements

High School Diploma
At least two years of previous office experience in a position that requires similar skills.
MS Excel, Word, and Office skills.
Ability to multi-task.
Ability to prioritize tasks.
Knowledge of event planning.
Ability to communicate with multiple audiences.
Ability to work independently and as a team player.
Strong problem-solving skills and the ability to see tasks through completion.
Ability to adapt to changes that might occur in the office environment.
Ability to expand knowledge in needed areas such as learning new software programs.
Strong written and verbal communication skills.
Effective organization skills.
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.

Nice To Haves

Vocational or Technical Training, Associates Degree, or Bachelor’s Degree
Preference will be given to individuals with at least one year of experience with Banner/Argos systems.
Knowledge of university policies.
Skills in digital content creation platforms Photoshop, Illustrator, Canva.

Responsibilities

Supervise Federal Work Study students: schedules, payroll, work assignments
Maintain Department Head Calendar
Facilitates key requests and card access requests
Maintains files and databases as needed by the department.
Coordinates with various university departments on maintenance, telephones, OIT, surplus, and records management needs.
Provides timely responses to inquiries from students, applicants, faculty, and others.
Unlocks classrooms, computer lab, and front office in the morning.
Department liaison for Convenience Copier program.
Serves as front desk receptionist: Answers and directs phone calls; Receives and distributes mail/shipping; prepares mailing/shipping as needed.
Coordinates Room Scheduling
Assist search committees with coordinating meetings, space, advertising, and data related to search
Other duties as assigned by the Business Manager or Department Head
Facilitates entry of the curricular changes, support faculty during the curricular change process
Facilitates all matters relating to the timetable: Facilitates gathering timetable change submissions from faculty, Initial entry of classes, management of classes from semester to semester, assist registrar with room scheduling for KRSS courses, continual monitoring of timetable for errors, coordinates error correction with the Registrar's Office, enrollment reporting, providing recommendations to Program Coordinators and Department Heads on trends in the timetable and enrollment.
Provides direct support to faculty and staff overseeing the process of undergraduate major admissions and to all program areas regarding current students.
Provides support as needed to department head, faculty, and staff in matters pertaining to KRSS students
Analyze and update information in the Banner system
Acts as the department liaison for SAIS, missing grades, attendance tracking, and room scheduling for faculty, staff, and students
Collecting and maintaining syllabi
Maintains general academic information for the department.
Serve as lead in planning, coordinating, and attending events, meetings, or other activities. Included but not limited to the following tasks: initial budget meetings with business manager, coordinating event committee, developing marketing for the event, space scheduling, coordinating with catering, facilities related requests, scheduling special guests,
Manage all event set-up, tear down, and follow-up processes
Liaison to other Communication Units (Office of Communications, College Marketing Team, etc)
Maintains general updates to the KRSS website
Manages all KRSS Social Media Accounts
Develops marketing materials including flyers, handouts, digital marketing, social media posting, internal monitors, and internal marketing (listservs to department, college, university as appropriate for undergraduate and graduate programs and courses, special event materials, research and community engagement initiative
Serving as branding resource