Administrative Specialist - Counseling, Human Development & Family Science - UTK

University of Tennessee•Knoxville, IA

6d•$39,000 - $43,000•Hybrid

About The Position

This position coordinates comprehensive exams, leads master's and doctoral admission processes, ensures accreditation compliance, provides clear programmatic communication, and coordinates student registration. It provides direct administrative support to 3 graduate degree/concentration programs, 1 graduate certificate program, and 8 faculty members in the Department of Counseling, Human Development & Family Science. The role performs diversified administrative, clerical services, and programmatic support, including preparing and managing documentation, maintaining faculty and student records for accreditation, and assisting faculty and students with transitions. The position also initiates accreditation reporting components and assists faculty in securing exam locations and proctors.

Requirements

High School Diploma
At least 4 years of related experience
Excellent communication skills
Data extraction and analysis skills
Ability to work independently and maintain effective working relationships with co-workers, faculty, students, and general public
Ability to prioritize workload as needed
Knowledge of and proficiency with common office software products and student information systems such as Word, Excel, Outlook, and PowerPoint
Ability to learn new software systems as needed
Ability to use tact and discretion when dealing with a variety of issues
Ability to ensure compliance
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 Degree
Certified Professional Secretary/Administrator
Knowledge of Banner and Nolij Systems
Knowledge of The University of Tennessee divisions, colleges, campus, etc.

Responsibilities

Ensure accreditation compliance via leadership of systematic student assessment and program evaluation processes, including communicating with faculty, monitoring completion of key performance indicators, tracking student progress in Taskstream, reporting annual student reviews, and assisting CACREP liaison with data.
Coordinate student registration to ensure compliance with prerequisites and accreditation requirements.
Coordinate compliance and reporting for accreditation learning outcomes, including follow-up surveys to sites and employers, contacting graduates for updated information, and collecting/summarizing data.
Serve as liaison between faculty and students to process graduate program admission files and maintain current student files according to accreditation requirements.
Maintain, safeguard, and store documents, information, and files in accordance with University policy and national accreditation standards.
Assist with the collection, reporting, and filing of data for accreditation through CACREPS, and prepare/proofread related documents.
Coordinate master’s comprehensive examination (CPCE) and early NCE examination administrations with NBCC/CCE.
Lead master’s admissions process, including responding to inquiries, managing applications, coordinating faculty review, leading interviews, and communicating with students.
Coordinate doctoral admissions process, including managing applications, coordinating faculty review, and leading interviews.
Ensure clear programmatic communication by managing “Counseling Programs Central” in Canvas.
Coordinate the admission of students, including managing applicant review, scheduling interviews, following up with faculty, and notifying students.
Provide direct administrative and clerical support for 8 faculty members in the Counselor Education, Clinical Mental Health Counseling, and School Counseling programs.
Maintain a database of demographic and academic information for graduate students in 3 department programs, updating it each semester.
Plan, coordinate, and execute program events, including price comparison, scheduling, ordering supplies, and preparing materials.
Maintain records for student liability insurance.
Assist prospective students with the admission process and current students with class schedules and graduation requirements.
Announce dissertation defenses to college faculty and staff via email at least a week in advance.
Proctor national exams for students.
Provide general office operations support, including creating correspondence and reports, email correspondence, typing, filing, faxing, copying, editing, answering phones, maintaining office supplies, managing mail, scheduling media equipment, processing key requests, and procuring meeting rooms.
Exercise autonomy in using the procurement card following established practices.
Assist in planning departmental events, including price comparison, scheduling, ordering supplies, and preparing materials.
Place orders through University Printing and Mail for the department, faculty, and staff.
Assist in the preparation of orientation materials for the department and its programs.
Use Argos for class roll reports, timetables, and enrollment reports; Internet Native Banner for student permissions, course additions, and credit hour adjustments; and Nolij and ADMIT for student data collection.
Serve as backup for main office phone calls, Listserv moderation, Timetable, and the graduate student admission process.
Assist in the upkeep of equipment such as copiers and scanners.