Administrative Specialist, University of Tennessee Institute of Agriculture - UTK

University of Tennessee•Knoxville, TN

10d•Onsite

About The Position

UTIA’s Senior Vice-President and Senior Vice Chancellor is seeking a welcoming and reliable administrative specialist to join the central UTIA office team. The individual in this role is an important ambassador for UTIA; a helpful guide in a busy office; and a provider of essential administrative support. The ideal candidate is a master multi-tasker with a helpful, can-do attitude who enjoys ensuring a seamless and positive experience for faculty, staff, students and visitors that include Agricultural industry leaders, public officials and university leadership.

Requirements

A high school diploma/GED or some college with specialized training.
At least four years of work in an office environment.
Ability to manage multiple tasks simultaneously.
Strong oral and written communication skills.
Interpersonal Skills.
Knowledge of MS Office and related products.
Excellent professional customer service skills.

Nice To Haves

A bachelor’s degree
Four or more years of office experience working for a senior organizational leader.
Knowledge of University Policies and Procedures, as well as UTIA Procedures.
Knowledge of UTIA units and departments.
Knowledge of DASH.

Responsibilities

Manages incoming foot traffic, calls, emails, and other forms of communication on behalf of the office. This includes screening and prioritizing messages, drafting responses, and ensuring timely and accurate communication with internal and external parties.
Consult with the Executive Assistant or the SVC/SVP on issues needing attention. May be involved in resolving administrative issues, making recommendations, and independently handling certain tasks or decisions on behalf of the office.
Must maintain awareness of UTIA’s statewide responsibilities and the various important parties communicating with the office.
Will assist or provide advice on issues determined best not escalated to the attention of the SVC and SVP with discretion.
Maintains internal relations by serving on various UTK and UTIA committees and participating in various administrative groups.
Manages the maintenance of the SVC/SVP UT fleet vehicle. Also works with the SVP/SVC in social media strategy for the office.
Collaborates with parties across UTIA on coordination of UTIA events including, but not limited to UTIA new employee welcome, UTIA annual awards luncheon, UTIA promotion and tenure reception, UTIA executive retreat, UTIA employee picnic, Ag Day award reception, Smith Center dinner, retirement receptions, SVC/SVP hosted events, employee recognition programs across Tennessee and holiday events and cards.
Maintains Excel database of attendees for various events.
Oversees various tasks for the events sends invitation letters; compile responses; designs event programs; orders plaques and other necessary materials specific to each event; works with caterer on menu details; designs and prints name tags and place cards; works with other departments on specific needs for an event (i.e. Event Services Manager for event coordination, room set-up, and parking, Marketing & Communication for biographical sketches, printed project materials, and evite creations.
Independently solicits nominations and coordinates UTIA service awards distribution, UTIA annual awards, UTIA Horizon and Meritorious awards, UT President and UTK Chancellor award nominations, and the SVC/SVP High Five Award program, communicating with executive leaders, faculty, and staff while monitoring deadlines.
As needs arise, assigned to communicate, follow through and problem solve on issues, projects or tasks assigned by the SVP/SVC. Requires responsiveness, ability to juggle multiple competing priorities and the ability to manage conflicting deadlines. At times, this area of responsibility requires exceptional sensitivity and the ability to handle information confidentially.
Serves as administrative back up for SVC/SVP calendar coordination.
Provide administrative support for UTIA Vice Chancellor of Faculty Affairs, including full administrative support of UTIA’s annual P&T cycle (SVC/ SVP also holds responsibility as UTIA’s Head of Academic Affairs). Will also support UTIA’s Director of Stakeholder Activity as required.
Completes data entry activities in DASH such as out of pocket expense reports, accounts payable and other transactions as required.