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Administrative Specialist I - Office of Campus Event Services

The University of Tennessee, Knoxville
Knoxville, TN
Closing date
Jul 1, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
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Job Details

Administrative Specialist I - Office of Campus Event Services

Regular Full-time, Market Range 04

This position is responsible for assisting the Events Manager with the day-to-day operation and development of the Office of Campus Event Services and the Ad Astra Scheduling system. This position will be responsible for answering and maintaining the main office phone line and email account, helping users identify appropriate spaces for events, assessing and providing assistance during troubleshooting, and routing calls and emails to the Events Manager or elsewhere when needed. This position will review event and meeting requests through Ad Astra and process them in a timely manner, reaching out to requestors for more information as needed. Additionally, this position will be asked to periodically update information in Ad Astra, including contact information, building and room information, and make updates to cancelled or modified events. This position will work with event coordinators, Facilities Services, Parking & Transit, UTPD, Vol Dining, etc. to ensure that all client booking requirements are managed efficiently and effectively.

Job Functions/Responsibilities:

Review event and meeting requests and process them through established workflow -Includes reaching out to requestor for more information, passing along event requests to appropriate personnel, approving or declining per protocol - Enter unlisted events into event platform as needed - Assist users identify appropriate spaces for events and/or contact information for space approvers - Make updates to cancelled or modified events

- Answer and maintain the main office phone line and email account - Serve as initial point of contact for CES - Assess and provide assistance during event request troubleshooting

Update information in event platform, including contact information, building and room information, add features, etc. - Update and maintain the contact list for all space approvers - Run occasional reports for various stakeholders

- Fill in for Event Manager at events, only if necessary - Meet with clientele at selected venues for tours/to discuss event logistics



High school diploma or GED required.

Required level/type of experience:

-1-2 years of administrative experience required

Preferred level/type of experience:

- Experience working for the University of Tennessee preferred

- Experience working in event management encouraged

- Experience in and strong motivation to work in a high volume, customer service oriented environment

Preferred knowledge, skills, and abilities:

- Proficiency in computer programs including Microsoft Office - Experience with Ad Astra highly encouraged - Familiarity with managing events and event software - Ability to triage technical issues and assist clients with space requests via phone call or email


- Applicant should have the ability to manage multiple tasks and set priorities in a fast-paced environment

- Must have excellent customer-service skills

- Organizational, verbal, and written skills are required

- Excellent time-management skills required







Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-Knoxville
Organization: Sr. Assoc Vc For Finance & Admin
Schedule: Full-time
Job Posting: Jun 11, 2021, 3:38:46 PM


Working at The University of Tennessee, Knoxville

Founded in 1794, the University of Tennessee is one of the nation’s oldest and most storied public universities. Based in Knoxville, Tennessee’s flagship land-grant institution includes the statewide Institute of Agriculture and the Space Institute in Tullahoma. The university embodies excellence in teaching, discovery, scholarship, research, creative activity, outreach, and engagement. Known as the Volunteers, we lead with a spirit of selflessness, empathy, and courage, and strive to be champions for diversity, equity, and inclusion

UT Knoxville is a Research 1 university with 11 academic colleges and more than 900 programs of study. With an enrollment of more than 30,000 students, our academic programs are repeatedly ranked top in their class. The university co-manages Oak Ridge National Laboratory, the country’s most prominent national lab, driving innovation in advanced manufacturing and materials, national security, and more. We are closely connected with our communities through outreach and extension efforts across Tennessee and through partnerships with non-profits, corporations, and industries—regionally, nationally, and around the globe.

The city of Knoxville is nestled in the foothills of the Great Smoky Mountains. The modern, thriving community is surrounded by gorgeous lakes and hundreds of miles of walking, hiking, and biking trails. Situated along the banks of the Tennessee River, our beautiful features an eclectic music scene, internationally recognized festivals, unique restaurants, and a robust offering of diverse cultural activities. Knoxville is located within a day’s drive of Atlanta, Nashville, Asheville, Charlotte, Louisville, Cincinnati, Memphis, Chicago, and Washington D.C.

Knoxville and the surrounding counties have a population of more than 850,000 people. The region houses many leading corporations and organizations, including Oak Ridge National Laboratory, Pilot/Flying J, the Tennessee Valley Authority, and Regal Cinemas, along with HGTV, Food Network, and other networks owned by Discovery Inc.

As a member of the UT family, you will be surrounded by top-notch faculty, staff, and students from around the world. You will be part of a diverse campus community that is passionate about changing the world and cheering for the Vols on game day.

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