Administrative Specialist, School of Professional Studies, College of Health, Education and Professional Studies - UT Chattanooga

University of Tennessee•Chattanooga, TN

1d•$45,000•Onsite

About The Position

The Administrative Specialist provides administrative, financial, and operational support for the School of Professional Studies, including the programs in Counselor Education, Interior Design, Integrated Studies, Leadership and Learning, Social Work, and School Psychology. This role serves as the primary administrative point of contact for the School, supporting the Director, Associate Director, Program Directors, faculty, adjuncts, staff, and students. Responsibilities include budgeting and payroll coordination, purchasing, travel and event coordination, records management, reporting, and day-to-day office operations.

Requirements

High school diploma or GED
Three (3) to five (5) years of experience in an office or administrative environment
Knowledge of administrative and office management practices, including budgeting, purchasing, payroll, and recordkeeping.
Skill in using computer applications such as word processing, spreadsheets, databases, and shared file platforms to prepare reports, correspondence, and financial documentation.
Ability to organize and prioritize multiple tasks, manage competing deadlines, and maintain accuracy under pressure.
Skill in professional written and verbal communication, including preparing clear reports, memos, and correspondence.
Ability to handle confidential and sensitive information with discretion and professionalism.
Skill in interpersonal communication, with the ability to work effectively with individuals from various backgrounds, roles, and levels of experience.
Ability to provide customer‑focused service while exercising sound judgment in referring issues and allocating leadership time.
Knowledge of or ability to learn university systems and processes (e.g., accounting, payroll, scheduling, contracts).
Ability to work both independently and collaboratively in a fast‑paced academic environment.

Nice To Haves

Bachelor’s degree
Two (2) to five (5) years of higher education experience

Responsibilities

Serve as the primary administrative support for the School Director, Program Directors, faculty, and adjuncts.
Coordinate daily office operations, maintain records, and manage the School’s SharePoint shared drive.
Compile narrative and statistical reports for internal and external use, including accreditation support.
Supervise work‑study students and provide clerical and technical assistance as needed.
Maintain departmental and program budgets using the University accounting system.
Generate and review monthly budget and expenditure reports.
Serve as the purchasing agent for the School, including procurement card reconciliation and file maintenance.
Prepare and process payroll entries, transfers, travel documents, contracts, and related financial transactions.
Assist with annual budget requests, inventory tracking, and required financial reporting.
Schedule meetings and manage calendars for the School Director and other leadership.
Coordinate travel arrangements and itineraries for faculty and staff, including reimbursement processing.
Plan and support School activities and events, including room reservations, vendors, parking, setup, and payment processing.
Manage confidential files, correspondence, and sensitive personnel information.
Serve as the initial point of contact for the School of Professional Studies.
Respond professionally to inquiries from students, parents, faculty, staff, and community partners.
Direct questions or concerns to appropriate resources while maintaining a high level of discretion and service.