Administrative Specialist – Division of Student Life, Leadership and Engagement Team - UTK

University of Tennessee•Knoxville, TN

About The Position

The Administrative Specialist serves as the central administrative and operational resource for the Jones Center for Leadership and Service, the Office of Sorority and Fraternity Life, and the Student Union, ensuring the efficient day-to-day operations of three highly visible departments within the Division of Student Life. This position provides comprehensive administrative support by serving as the primary point of contact for visitors, managing shared communication channels, coordinating office operations, and facilitating business processes related to purchasing, travel, facilities, technology, and financial documentation. The Administrative Specialist coordinates office logistics including space reservations, building access, maintenance requests, supply and equipment management, onboarding support, search coordination, and meeting and event logistics while maintaining exceptional customer service for students, faculty, staff, alumni, and community partners. Working collaboratively with departmental leadership and Student Life Finance and Administration, this role helps ensure operational continuity by coordinating administrative processes, maintaining accurate records, supporting compliance with university policies, and proactively identifying operational needs across the three departments. In addition, the Administrative Specialist contributes to special projects and departmental initiatives and serves as the primary backup to the Administrative Specialist supporting the Assistant Vice Chancellor for Leadership and Engagement, helping ensure seamless administrative support across the Leadership and Engagement portfolio.

Requirements

Serving as the central administrative and operational resource for the Jones Center for Leadership and Service, the Office of Sorority and Fraternity Life, and the Student Union.
Ensuring the efficient day-to-day operations of three highly visible departments within the Division of Student Life.
Providing comprehensive administrative support.
Serving as the primary point of contact for visitors.
Managing shared communication channels.
Coordinating office operations.
Facilitating business processes related to purchasing, travel, facilities, technology, and financial documentation.
Coordinating office logistics including space reservations, building access, maintenance requests, supply and equipment management, onboarding support, search coordination, and meeting and event logistics.
Maintaining exceptional customer service for students, faculty, staff, alumni, and community partners.
Working collaboratively with departmental leadership and Student Life Finance and Administration.
Ensuring operational continuity by coordinating administrative processes.
Maintaining accurate records.
Supporting compliance with university policies.
Proactively identifying operational needs across the three departments.
Contributing to special projects and departmental initiatives.
Serving as the primary backup to the Administrative Specialist supporting the Assistant Vice Chancellor for Leadership and Engagement.

Responsibilities

Serve as the central administrative and operational resource for the Jones Center for Leadership and Service, the Office of Sorority and Fraternity Life, and the Student Union.
Ensure the efficient day-to-day operations of three highly visible departments within the Division of Student Life.
Provide comprehensive administrative support.
Serve as the primary point of contact for visitors.
Manage shared communication channels.
Coordinate office operations.
Facilitate business processes related to purchasing, travel, facilities, technology, and financial documentation.
Coordinate office logistics including space reservations, building access, maintenance requests, supply and equipment management, onboarding support, search coordination, and meeting and event logistics.
Maintain exceptional customer service for students, faculty, staff, alumni, and community partners.
Work collaboratively with departmental leadership and Student Life Finance and Administration.
Ensure operational continuity by coordinating administrative processes.
Maintain accurate records.
Support compliance with university policies.
Proactively identify operational needs across the three departments.
Contribute to special projects and departmental initiatives.
Serve as the primary backup to the Administrative Specialist supporting the Assistant Vice Chancellor for Leadership and Engagement.