Administrative Specialist, Applied Learning and Leadership, College of Health, Education and Professional Studies - UT Chattanooga

University of Tennessee•Chattanooga, TN

20d•$19

About The Position

The Administrative Specialist coordinates and directs the general administration of UTC’s Applied Leadership and Learning programs and reports to the Director. Responsibilities include monthly department budget maintenance and generating monthly expenditure reports for the department; functions as the purchasing agent for the Department Reviews and/or prepares contracts to ensure compliance with the fiscal policies of the University and the State of Tennessee; functions as the payroll coordinator for the Department Reviews and/or prepares and submits the payroll; maintains all departmental records, including payroll, inventory, etc.; provides ongoing clerical and technical assistance including data entry; supervises work-study students; and provides administrative support for the Director, Program Directors, Faculty, and Adjuncts. Schedules meetings (both on-campus and virtual); assists with travel arrangements and itineraries for the Director, Program Directors, Faculty, and Staff as needed; manages confidential material, which includes personnel files; schedules logistics (room reservations, catering, parking, etc.) related to numerous activities on campus and in the larger community; and coordinates facilities and other infrastructure processes for the Department. Maintains all Department budgetary records and uses the University accounting system to monitor budgets, track payments, research payment history, and rectify errors, and assists with preparing annual budget requests; maintains and generates monthly Procurement Card reconciliations for the Department and Programs in accounting systems and maintains files; prepares all budget processes which include T-4’s, Transfer Vouchers, Travel documents and Facility receipts; serves on Search Committees as Hiring Administrator; and maintains and submits annual RTR Folders as required. Supports the academic scheduling and coordination of course delivery; coordinates entry and maintenance of the Department academic schedules, including CPI and other data entry related to courses and programs; supports faculty through ordering desk copy textbooks, and other course related materials as needed; and assists Director, Program Directors, Coordinator, and Advisors as needed with class arrangements and logistics. The ideal candidate will possess the following: Demonstrated working knowledge of computer software, including word processing, database, and spreadsheets, i.e. proficiency in current computer applications. Requires a high level of communication, interpersonal, computer and analytical abilities. Strong organizational and process skills and the ability to work well under pressure and meet deadlines. Strong interpersonal skills and the ability to work professionally with people from varying backgrounds with varying degrees of experience. Ability to prepare professional memos, reports, and other types of professional correspondence. Ability to deal sensitively and professionally with students, faculty, and staff, presenting various needs and concerns.

Requirements

High school diploma or GED and three to five years of office experience, or an equivalent combination of education, training, and experience.
Demonstrated experience and competency with budgets and spreadsheets. This will include software related to workflow, financial reporting, expense management, as well as presentation creation.
Solid organizational and process skills experience, and the ability to work well under pressure and meet deadlines.
Experience preparing professional memos, reports, and other types of professional correspondence while maintaining attention to detail.
Demonstrated written and verbal communication skills including listening, and responding in a professional manner

Nice To Haves

Bachelor’s degree
two to five years of higher education experience
specific experience and skills with university/higher education processes and related software.

Responsibilities

monthly department budget maintenance and generating monthly expenditure reports for the department
functions as the purchasing agent for the Department
Reviews and/or prepares contracts to ensure compliance with the fiscal policies of the University and the State of Tennessee
functions as the payroll coordinator for the Department
Reviews and/or prepares and submits the payroll
maintains all departmental records, including payroll, inventory, etc.
provides ongoing clerical and technical assistance including data entry
supervises work-study students
provides administrative support for the Director, Program Directors, Faculty, and Adjuncts
Schedules meetings (both on-campus and virtual)
assists with travel arrangements and itineraries for the Director, Program Directors, Faculty, and Staff as needed
manages confidential material, which includes personnel files
schedules logistics (room reservations, catering, parking, etc.) related to numerous activities on campus and in the larger community
coordinates facilities and other infrastructure processes for the Department
Maintains all Department budgetary records and uses the University accounting system to monitor budgets, track payments, research payment history, and rectify errors, and assists with preparing annual budget requests
maintains and generates monthly Procurement Card reconciliations for the Department and Programs in accounting systems and maintains files
prepares all budget processes which include T-4’s, Transfer Vouchers, Travel documents and Facility receipts
serves on Search Committees as Hiring Administrator
maintains and submits annual RTR Folders as required
Supports the academic scheduling and coordination of course delivery
coordinates entry and maintenance of the Department academic schedules, including CPI and other data entry related to courses and programs
supports faculty through ordering desk copy textbooks, and other course related materials as needed
assists Director, Program Directors, Coordinator, and Advisors as needed with class arrangements and logistics