Administrative Assistant for Graduate School Leadership - Graduate School - UTK

University of Tennessee•Knoxville, TN

2d•Onsite

About The Position

The Administrative Specialist provides advanced administrative support to senior leadership, including the Senior Associate Dean of the Graduate School. This position is responsible for managing a complex executive calendar, coordinating meetings, and preparing agendas and meeting documentation as appropriate. The role requires excellent attention to detail, strong customer service skills, and the ability to exercise discretion and sound judgment in a fast-paced academic environment.

Requirements

High school diploma or GED
2 years of demonstrated experience providing administrative or office support in a professional environment.
Excellent attention to detail and strong organizational skills.
Strong written and verbal communication skills.
Proven customer service skills and ability to work effectively with diverse populations.
Proficiency with standard office software and systems, including Microsoft Outlook (calendar management), Word, Excel, and collaboration tools.
Ability to manage multiple priorities with accuracy and professionalism.
Strong interpersonal skills and a service-oriented approach.
Ability to maintain confidentiality and exercise sound judgment.
Ability to work collaboratively in a team environment while supporting independent responsibilities.
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

Associate’s or bachelor’s degree.
Experience supporting senior administrators or executives in a higher education setting.
Experience managing complex calendars and coordinating meetings with multiple stakeholders.
Ability to prioritize tasks, work independently, and adapt to changing needs.
Familiarity with UT systems, policies, or academic administrative processes.

Responsibilities

Manage and maintain complex, high-volume calendar for the Senior Associate Dean, ensuring efficient scheduling and prioritization of commitments.
Coordinate meetings with internal and external stakeholders, including faculty, staff, students, and campus partners.
Resolve scheduling conflicts, anticipate upcoming needs, and proactively adjust calendars in response to shifting priorities.
Coordinate logistics for in-person and virtual meetings, including meeting locations, technology, and materials.
Prepare, organize, and distribute meeting agendas and supporting materials as appropriate.
Attend meetings when requested to record accurate notes, action items, and decisions.
Prepare and distribute timely meeting summaries and follow-up documentation.
Track action items and support follow-up communication with relevant stakeholders.
In consultation with the Manager of the Administrative Operations, support graduate school initiatives by creating reports, spreadsheets, correspondence, and presentations.
Serve as a primary point of contact for individuals and offices interacting with Graduate School leadership.
Provide professional, courteous, and responsive customer service consistent with UT values.
Handle confidential and sensitive information with discretion and in compliance with university policies.
Support general administrative functions and special projects as assigned.
Other duties as assigned