Administrative Associate: Center for Transportation Research, Nashville - UTK

University of Tennessee•Nashville, TN

5d•Hybrid

About The Position

This full-time position through the Center for Transportation Research (CTR) will be funded through a grant from the Tennessee Department of Transportation (TDOT). The position will be located at TDOT Headquarters in Nashville and will consist of a combination of administrative, recruitment, event coordination, and logistical assistance for the TDOT’s Planning Division.

Requirements

Requires a high school diploma and four years of relevant experience, or an equivalent combination of education, training, and experience.
Knowledge of Microsoft Office 365 products
Ability to work independently and in a multidisciplinary team environment.
Ability to work effectively with a wide range of constituents in a diverse community.
Ability to gather data, compile information, and prepare reports.
Ability to travel within the state as needed to facilitate or participate in meetings the division hosts.
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

An associate’s degree in business or a related field with two years of office experience or a bachelor’s degree in business or related field with one year of office experience.
Knowledge of transportation practices.
Experience with Tennessee systems such as Edison.

Responsibilities

Serving as the division’s receptionist.
Managing calendars for executive and managerial staff and coordinating internal and external meetings, which often require coordination with other staff.
Assisting staff with TDOT authorization forms.
Assisting the Division Managers with updates to the website for their sections, including updating staff, projects, and contact information.
Ensuring that new/updated Planning Division web pages are compliant and using the right template provided by TDOT IT.
Networking and coordinating with various TDOT support divisions (General Services, Information Technology, Programming) and external partners (FHWA/Data Consultants) to set up and ensure Planning staff have access to the necessary equipment and software to operate efficiently and without limitations.
Assisting with staff onboarding and ensure new staff are properly provided the essential employment materials such as, badges, parking passes, computer and IT equipment, etc.
Interacting with supply and service vendors and serves as the point of contact for space, equipment, and facility issues.
Negotiating contract terms for existing equipment (plotters, printers, cell service), create requisitions and purchase orders, and process invoices for billing.
Manages tracking system for all internal and external data requests received by the Planning Division that pertains to transportation, data analysis, GIS, traffic counts, and maps.
Establishing a tracking system that manages public comments sent to the TDOT Commissioner.
Coordinates responses with appropriate technical contacts and meets strict response-time deadlines.
Provides financial support by processing certain invoices for the Planning Division as well as overseeing state credit card payments for various items such as sponsorships, registration dues, venue rentals, etc.
Compile and prepare quarterly reports detailing Division activities and billing reports for TDOT Finance that show all Division expenditures.