LDA Administrative Associate: East Tennessee Health Innovation Alliance - UTK

University of Tennessee • Knoxville, IA

17h • $37,440 - $42,000 • Hybrid

About The Position

This limited duration appointment (LDA) position provides the primary administrative support services and primary point of contact for the Associate Vice Chancellor and Executive Director (AVC) of the East Tennessee Health Innovation Alliance (ETHIA), the business office, and the support staff. This position also collaborates in coordination with the College of Arts & Sciences (CAS) Shared Services as well as several other departments across and outside of campus to ensure that certain processes (such as travel) are completed according to policy. This position will serve as the administrative support for ETHIA including coordinating calendars for ETHIA Executive Director and staff. Manages ETHIA’s primary email account by prioritizing and assigning to staff based on pre-determined guidelines. Responsible for maintaining stakeholder database and updating faculty, industry partners, and healthcare system providers. Plan conferences, stakeholder visits, industry partnership tours and other events as well as prepare materials as needed including presentations. Works closely with CAS business office on processing invoices, ordering supplies and coordinating travel.

Requirements

• High School Diploma
• 5 years of relevant administrative experience
• Experience maintaining an executive calendar.
• Knowledge of Microsoft Office and Adobe Acrobat
• Ability to multi-task and meet deadlines
• Ability to communicate well with others
• Ability to discreetly handle confidential information, such as Intellectual Property
• Strong organizational skills
• Excellent written and verbal communication skills
• Ability to adapt to new software efficiently
• Customer service
• 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 degree with 3 years of relevant administrative experience
• Experience in higher education
• Experience collaborating with external stakeholders
• Knowledge of University policies and procedures
• Skills with scheduling software, such as 25Live, Asana project management
• Ability to utilize ChatGPT

Responsibilities

• Maintains and coordinates calendar for the Associate Vice Chancellor and Executive Director (AVC) and supports the Operations Program Manager in resolving issues with scheduling.
• Maintain and manage the primary email in correspondence sent to the AVC and the ETHIA. As the recipient of these messages, this position determines the most appropriate means of reply. Using independent judgment, the ability to prioritize, using tact, discretion, and diplomacy, this position will determine either appropriate replies or defer to the AVC and other appropriate parties.
• File and database maintenance to ensure organization of presentation materials, research grant information, proposals and reports.
• Draft communication at the request of the ETHIA.
• Customer Relations data maintenance of stakeholders, faculty researchers (areas of interest), industry partners, healthcare system providers, and contractors
• Coordinating purchasing supplies and materials with the CAS Financial Shared Services, while ensuring compliance with UT policy
• Coordinates with the ETHIA staff with conferences, stakeholder visits, industry partnership tours and other events through room reservations (via 25Live), and catering (via Aramark and/or University registered Vendors).
• Prior to and on the date of events: preparing materials, ensuring audio/visual set up as needed, and creating presentations when required under the direction of the presenter.
• Be the primary contact in email and phone communications when participants have questions or needs about the events.
• Keep clear budgetary records and make decisions in collaboration with the Operations Program Manager regarding supplies, catering, and other purchases while adhering to University policies and procedures.
• Processing invoices for all aspects of events in a timely and accurate manner in collaboration with the CAS Financial Support Services.
• Manage ETHIA's domestic and international travel in coordination with CAS Business Office
• Ensure timely and accurate processing of travel card transactional invoices as well as reimbursement as appropriate in collaboration with the CAS Business Office
• Ensure compliance with University travel policies and procedures.

Benefits

• UT market range: MR 05
• Anticipated hiring range: $37,440 - $42,000
• Find more information on the UT Market Range structure here [https://hr.tennessee.edu/pay/market-ranges/]
• Find more information on UT Benefits here [https://hr.tennessee.edu/benefits/]

What This Job Offers

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