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 the Department of Nutrition and Public Health Sciences for faculty, staff, and students, as well as university colleagues and people outside the university. Under the supervision of the Business Manager, the position maintains office functions and provides primary administrative support for the department’s graduate and undergraduate programs.

The role supports academic operations, including room reservations, timetable processing, grade-change forms, student records, student and prospective-student inquiries, registration, curriculum proposals, accreditation information, and student and class data reporting. It also provides general departmental administrative support, including meeting minutes and room coordination, document and records management, coordination with university service departments, receptionist coverage, and backup support for the Business Manager and other administrative staff.

Requirements

• High school diploma or GED.
• Two to three years of experience working in an office setting.
• Excellent communication skills.
• Computer skills, including experience using 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.
• Attention to detail.

Nice To Haves

• Associate or bachelor’s degree.
• Experience at UTK or in 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 in the 25 Live system and notify relevant parties by email.
• Coordinate timetable processing by collecting information, entering detailed timetable data into spreadsheets, managing edits and updates, and notifying relevant department and college staff of changes.
• Acquire, 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 current and prospective students seeking information about department programs, admissions, graduation, and other matters.
• Serve as a department liaison to the Office of Graduate Admissions and the Graduate School, including providing backup and collaborating with the Graduate Director.
• Assist the Curriculum Review Committee with curricular proposal submissions by working with program coordinators to compile information about proposed program changes.
• Lift Banner registration holds when students have instructor permission 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.
• Liaise with the dean’s office, Graduate School, and registrar as necessary.
• Maintain a database tracking students who have applied, enrolled, and graduated from programs; create database fields and queries as requested.
• Track the progress and GPAs of currently enrolled students.
• Design new reports and run established reports to track student and class data.
• Serve as the department liaison for student inquiries.
• Prepare departmental meeting minutes and coordinate 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 serve as backup to the Business Manager and other administrative staff to help cover departmental duties and situations as they arise.
• Answer the departmental phone and provide front desk receptionist coverage 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.

Benefits

• Access to career development and coaching.
• Continued education and development and training opportunities.
• The university describes its employee values as including work-life balance, compensation, and innovation leadership.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED