Senior Advancement Assistant

University of Tennessee • Knoxville, IA

10d • Hybrid

About The Position

The University of Tennessee Foundation, Inc (UTFI) invites applications and nominations to fill the position of Senior Advancement Assistant for the University of Tennessee, Knoxville. Reporting to the Assistant Vice Chancellor of Advancement Operations, the Senior Advancement Assistant is responsible for supporting budget, financial, and vendor coordination for the Marketing and Communications Department, as well as, 10 (+/-) advancement directors, including an Associate Vice Chancellor for Advancement who oversees four college advancement teams. This role will serve as a liaison for assigned advancement directors and staff, campus and system personnel, and external constituencies of the university, such as community and business leaders, corporate vendors, alumni, donors, and friends of the university. This position will assist with travel planning and reimbursements, projects, scheduling, budget and financial functions, vendor and contract coordination, onboarding and offboarding, and select events. This individual will also be responsible for answering phones, monitoring incoming mail/email, coordinating travel and meeting arrangements for the AVC and assigned advancement directors and offices, and coordinating on- and off-campus logistics.

Requirements

• High School diploma with 5+ years of business/technical school graduate with 3+ years of office and professional experience
• Experience using Microsoft Office, Adobe Acrobat, and Zoom
• A valid driver’s license with an acceptable driving record is required due to travel responsibilities of the position.

Nice To Haves

• Bachelor’s degree and some business experience
• Professional appearance and demeanor
• Excellent oral and written communications, ability to multi-task and prioritize, Exceptional organizational and time management skills
• Ability to maintain confidentiality, demonstrate analytical and critical thinking skills, and ability to meet strict deadlines
• Proficiency in ACE/Salesforce database management and DASH system

Responsibilities

• Provide direct administrative support to the Associate Vice Chancellor, senior advancement staff, and assigned advancement directors, including coordinating complex calendars, meetings, projects, and logistical needs.
• Schedule meetings with university leaders, alumni, donors, friends of the university, and other external constituents, and coordinate on- and off-campus arrangements and schedules for guests and visitors.
• Assist with travel planning, meeting arrangements, travel reimbursements, and related logistics.
• Serve as a liaison with campus and system personnel, vendors, event venues, contract providers, and external constituents.
• Assist with event logistics and other projects as assigned.
• Support budget functions for assigned areas, including monitoring and maintaining budget information and spreadsheets, reconciling budget ledgers, processing invoices and reimbursements, and assisting with financial reporting.
• Coordinate contracts and vendor relationships, including purchasing, ordering, shipping, and other vendor-related needs.
• Serve as a liaison with vendors and contract providers and assist with research related to unit needs.
• Process incoming gifts and support related financial and data functions as needed.
• Create and prepare documents, files, reports, and other materials to support senior staff and advancement operations; collect, distribute, and verify data; and maintain office resources and procedural information.
• Prepare and edit communications, including correspondence, thank-you notes, and letters, and may periodically manage or create content for communication vehicles such as email, websites, or social media.
• Serve as the administrative contact for onboarding and offboarding, coordinating technology, equipment, desk phones, RingCentral access, keys and scan cards, nametags, signage, and workspace setup in partnership with appropriate university and Foundation offices.
• Support office operations by coordinating supplies, facilities service requests, conference room scheduling, large group meetings, and equipment, including copier and other service-related needs.
• Perform other duties as assigned.

Benefits

• Generous paid leave, accruing up to 12 days of vacation and 12 days of sick leave annually, plus 14 paid holidays and administrative closing days
• Flexible work arrangements, offering a hybrid schedule to most team members
• Education benefits for employees and their dependents at UT System campuses
• Retirement and deferred compensation plans, including 401(k), 403(b), etc.
• Comprehensive medical, dental, and vision insurance plans
• Employee discounts to attractions, services, and goods

What This Job Offers

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