Administrative Specialist - Nutrition and Public Health Sciences - UTK

University of Tennessee•Knoxville, TN

5d•Onsite

About The Position

The Administrative Specialist provides administrative assistance to Nutrition and Public Health Sciences faculty, staff, and students; maintains department office functions; and supports the College of Education, Health and Human Sciences, other university faculty, and external contacts. The position works under the supervision of the Business Manager and has primary responsibility for administrative duties related to graduate and undergraduate programs. The role provides academic support by coordinating room reservations and timetable processing; maintaining student files and records; responding to student and prospective-student inquiries; supporting admissions, registration, graduation, curriculum review, and accreditation activities; and maintaining databases and reports used to track students, classes, and academic progress. The position also supports departmental operations by coordinating meeting minutes and room reservations, safeguarding records and sensitive information, coordinating with university departments on operational needs, assisting the Business Manager and other administrative staff, and providing reception and general administrative support. Other duties may be assigned or requested by the Business Manager, Department Head, or faculty.

Requirements

High school diploma or GED.
Two to three years of experience working in an office setting.
Excellent communication skills.
Computer skills, including use of Microsoft Office products.
Excellent organizational skills.
Records management skills.
Ability to work with little direct supervision.
Ability to manage multiple deadlines and prioritize tasks.
Ability to work well with frequent interruptions.
Ability to provide excellent customer service and communicate effectively.
Ability to be detail-oriented.

Nice To Haves

Associate's or bachelor's degree.
Experience within UTK or another higher education or academic setting.
Previous experience with Banner.
Proficiency with Office 360 and/or SharePoint.
Familiarity with UTK procedures.

Responsibilities

Reserve department rooms through the 25 Live System and notify relevant people by email.
Coordinate timetable processing by gathering information, entering detailed information into spreadsheets, sending updates to the Timetable Coordinator, maintaining class reports, and notifying relevant department and college staff about changes.
Obtain, prepare, and provide information for instructors' Change of Grade Forms.
Maintain and update student files, forms, and records for the Educational Administration program area.
Serve as a primary contact for students and prospective students with questions about department programs, admissions, graduation, and other matters.
Liaise with the Office of Graduate Admissions and the Graduate School, serving as a backup and collaborating with the Graduate Director.
Assist the Curriculum Review Committee with curricular proposal submissions by coordinating with program coordinators and compiling information for departmental meetings.
Lift Banner holds and resolve undergraduate and graduate registration issues, including applying overrides when needed.
Work with the Department Head and program directors to compile information for accrediting bodies.
Serve as a department liaison with the Dean's Office, Graduate School, and Registrar when necessary.
Maintain a database tracking students who have applied, enrolled, and graduated; create database fields and queries as requested.
Track the progress and GPAs of currently enrolled students, and design or run reports to track student and class data.
Serve as the department liaison for student inquiries.
Prepare departmental meeting minutes and coordinate meeting room reservations.
Maintain, safeguard, and store documents, sensitive information, and files in accordance with policy.
Coordinate with university departments regarding maintenance, telephones, OIT, surplus, and records management.
Assist and provide backup to the Business Manager and other administrative staff to help cover department duties and situations that arise.
Answer the departmental phone and provide front-desk reception as needed.
Provide general administrative support to the department and perform other duties as assigned or requested by the Business Manager, Department Head, or faculty.