Administrative Assistant - Division of Access and Engagement

Administrative Assistant - Division of Access and Engagement

Administrative Associate - Division of Access and Engagement

Non-exempt

The University of Tennessee-Knoxville Assessment, Culture and Education unit within the Division of Access and Engagement is seeking an experienced professional for our Administrative Associate II position. This is an exciting opportunity to support efforts that affect the campus, contributing in meaningful ways to the diversity and intercultural goals of the University.

About the Position
This position provides a key support role in a fast-paced environment for the general support of the Division of Access and Engagement (DAE), more specifically, the Assessment Culture and Education (ACE). This professional works directly with the ACEs initiatives, and events. This professional assists with providing information and guidance to students, faculty, staff, or community members who might have general questions or be attending ACEs initiatives, services, and events.

Reporting directly to the Associate Vice Chancellor for ACE, this position provides high-level administrative support, acts as the first point of contact for the Assessment Culture and Education and will handle all matters related to assessment inquiries, scheduling events and meetings, oversees registration processes, assists with initiative materials, and assists with effective modes on communication for internal UT groups/units and external partnerships. They will also manage the offices communications by assisting with presentation, maintaining and updating websites where needed, and generating reports, as needed.

Job Duties

• Administrative Support

o Maintains calendar, coordinates and supports travel for Associate Vice Chancellor (AVC), Executive Director (ED) & the Director of Communications (DC).

o Manage the monthly p-card and travel card reconciliation process for the ACE team.

o Provides front-desk services, greeting guests and answering questions from faculty, staff, students, and other visitors to the office, as needed.

o Updates and maintains departmental mailing list and organizes mailings for major events and serves as one of the Divisions parking liaisons.

o Assists with the formatting and generation of reports and with gathering information when requested. Generates presentations and data analytics as requested.

o Generates letters for the AVC, ED, and DC. Sends communications to faculty, staff, students, and community partners, as requested.

o Serve as the primary administrator of the Division-Wide (Internal) DAE events calendar. Other duties as assigned by the AVC.

• Event Scheduling

o Maintains the AVC, ED, and DCs calendars and registration processes related to events, including but not limited to information on DAE & ACE initiatives, seminars, workshops, and events.

o Books facilities for meetings, order food and beverages for meetings and events, on campus and in the community. Communicates with key stakeholders for the planning of campus and on-site activities and other initiatives.

o Assist with the coordination of all aspects of ACE initiatives including program advertising, application processes, coordination of applicable logistics.

o Monitors other campus-wide events to seek ways to collaborate and partner and avoid overlaps. The position will submit scheduling requests in Ad Astra.

o Provides scheduling information to faculty, staff, and students who are interested in ACE initiatives.

o Ensures that ACE events are submitted to the campus events website for public viewing.

• Budget Support

o Maintain an accurate and current account of budgets for our unit.

o Assist unit leaders with budget request, budget reports, budget analysis, and budget forecasting.

o Process invoices and payments in a timely manner.

Required Qualifications

• High School Diploma

• Minimum three years of relevant professional experience

• Experience functioning in a dynamic environment.

Preferred Qualifications

• Knowledge/experience working with college faculty, staff, and students

• Experience working with budgets

Required Knowledge, Skills and Abilities

• Ability to multi-task and work independently in a dynamic environment

• Excellent oral and written communication skills with the ability to communicate and interact effectively with students, faculty, staff, administrators, and community members

• Excellent grammar and proofreading skills

• Excellent organizational and problem solving skills

• Experience in dealing with a wide-range of people in a polite and professional manner

• Knowledge and use of databases, proficient with Microsoft Office software including Word, Excel, PowerPoint, Outlook, Teams, and Adobe Acrobat

• Detailed oriented

• Ability to maintain confidentiality

• Capable of working individually and in a team environment

• High level of personal initiative