Administrative Specialist III - Vice Chancellor Student Life

Knoxville, TN
Aug 05, 2020
Executive Administration Jobs
Vice Presidents
Institution Type
Four-Year Institution
DescriptionRegular Full-time, Pay Grade 37
Administrative Specialist III

The Division of Student Life at the University of Tennessee, Knoxville invites applications and nominations for the position of Administrative Specialist III. This is a nonexempt, 12 month, full-time, non-tenure track staff position.

The University: The University of Tennessee, Knoxville, is the state’s flagship research institution, a campus of choice for outstanding undergraduates, and a premier graduate institution. Enrolling 27,000 students, the campus is located in the foothills of the Great Smoky Mountains and beautiful East Tennessee. As a land-grant university, it is committed to excellence in learning, scholarship, and engagement. In all its activities, the university aims to advance the frontiers of human knowledge and enrich and elevate society. The university values intellectual curiosity, pursuit of knowledge, and academic freedom and integrity.

The Division: The Division of Student Life is comprised of nearly 500 staff that serve our students through 19 departments and functions. Staff are actively engaged in the lives of our students, living and learning with them in our residence halls, student union, and other campus environments. The Division seeks candidates willing to engage, challenge, and support our students through intentional programs and services. In addition, we seek colleagues that are committed to teamwork and have a palpable passion for working with and serving all students.

The Position: Reporting to the Vice Chancellor for Student Life, the Administrative Specialist provides administrative support to the Vice Chancellor. This position determines which issues are presented to the Vice Chancellor or directed to the Associate/Assistant Vice Chancellors or department heads within the Division of Student Life. The Administrative Specialist will coordinate the Vice Chancellor’s presence at meetings and events with people internal and external to the university. A high level of confidentiality is required working with UT staff, faculty, parents, students, and student/staff files. A high level of responsibility is required to represent the Office of the Vice Chancellor in correspondence, calls, and face-to-face meetings with people internal and external to the university. Other staff reporting directly to the Vice Chancellor for Student Life are the Associate Vice Chancellor, the Assistant Vice Chancellor and Dean of Students, two Assistant Vice Chancellors, and the Coordinator for Special Projects.

Responsibilities: This position provides administrative support to the Vice Chancellor for Student Life and serves as office manager to provide supervision and direction to clerical and student employees. The Administrative Specialist will schedule and attend meetings with Vice Chancellor and department heads and with Vice Chancellor and senior staff, including recording and distributing the minutes of meetings; develop office procedures; maintain and organize departmental records and storage; prepare spreadsheets and assist with writing and editing documents; monitor and maintain the Division of Student Life email account, responding to and distributing email on behalf of the Division of Student Life and the Vice Chancellor; distribute student death notices to campus departments and process files for reconciliation; coordinate Student Life meetings; send meeting notices, organize and distribute materials; arrange travel, process reimbursements, invoices, and HR forms in IRIS; serve as contact for members of the Campus Ministers Council; coordinate and attend meetings with CMC members; process HR and IT forms for CMC members; serve as moderator for the Division of Student Life listserv; and assume other duties as assigned by the Vice Chancellor for Student Life.

QualificationsRequired Qualifications:
 High School Diploma

3 years of administrative support experience.  
Preferred Experience: Bachelor’s Degree.5 years of administrative support experience including 1 year of experience in a higher education administrative office and 1 year of experience in high-level administrative office.

Knowledge, Skills, & Abilities:
•Strong organizational skills;
•Strong communication/interpersonal skills including oral, written, and listening;
•Ability to communicate effective and personably with people in all circumstances, both internal and external to the university;
•Strong ethics and discernment skills;
•Ability to handle and maintain confidential information and exercise discretion and good judgment; and
•Strong working knowledge of Microsoft Office suite.

•1 year of experience in a higher education administrative office and 1 year of experience in high-level administrative office.

Knowledge, Skills, & Abilities:
•Knowledge of organization and functions of the Division of Student Life;
•Knowledge of University functional areas outside of the Division of Student Life;
•Strong leadership and management skills;
•Ability to problem solve and prioritize matters;
•Ability to research peer and aspirant institutions regarding policies, initiatives, and processes; and
•Working knowledge of UT databases and systems (IRIS, Banner, TouchNet, etc.)

Application Process: A review of all applications will begin immediately and will continue until position is filled.

All qualified applicants will receive equal consideration for employment and admissions without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status.

Eligibility and other terms and conditions of employment benefits at The University of Tennessee are governed by laws and regulations of the State of Tennessee, and this non-discrimination statement is intended to be consistent with those laws and regulations.

In accordance with the requirements of Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990, The University of Tennessee affirmatively states that it does not discriminate on the basis of race, sex, or disability in its education programs and activities, and this policy extends to employment by the University.

Inquiries and charges of violation of Title VI (race, color, and national origin), Title IX (sex), Section 504 (disability), ADA (disability), Age Discrimination in Employment Act (age), sexual orientation, or veteran status should be directed to the Office of Equity and Diversity (OED), 1840 Melrose Avenue, Knoxville, TN 37996-3560, telephone (865) 974-2498. Requests for accommodation of a disability should be directed to the ADA Coordinator at the Office of Equity and Diversity.

Job: Administrative Support
Primary Location: US-Tennessee-Knoxville
Organization: Vice Chancellor Student Life (vcsl)
Schedule: Full-time
Job Posting: Jul 29, 2020, 10:45:58 AM

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