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Administrative Specialist III, Extension Administration

The University of Tennessee, Knoxville
Knoxville, TN

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Administrative Specialist 3

University of Tennessee Institute of Agriculture

Extension Administration




The University of Tennessee Institute of Agriculture (UTIA) seeks applications for the position of Administrative Specialists 3 for Assistant Dean for Extension, Agriculture, Natural Resources and Community Economic Development and the statewide ANR Extension program, which is made up of 8 Department Heads, 3 Regional Program Leaders, 91 ANR Specialist and 138 ANR County Agents. May supervise designated personnel and/or departmental operations. Duties include:

  • Schedule appointments and maintain Assistant Dean’s calendar and schedule numerous ANR program-related events, activities and meetings with ANR faculty, agents, specialists and colleagues across the state.
  • Manage travel arrangements and process reimbursement documents.
  • Plan meetings and arrange and participate in conferences and meetings with ANR faculty, agents and specialists across the state.
  • Maintain agenda priorities, recommend agenda items, prepare meeting materials and record minutes of meetings.
  • Prepare confidential documents and maintain confidential files.
  • Assist in event planning, participation and management.
  • Prepare email correspondence and keep track of tasks and appointments.
  • Effectively solve problems using considerable judgment, which results in practical solutions.
  • Monitor the status, progress and activities of the Leadership Teams, ANR Committees and Teams and Task Forces.
  • Provide instruction and communication to faculty and staff related to difficult situations and viewpoints.
  • Recommend appropriate actions related to searches and committees based on policy and procedures.
  • Develop, manage and maintain the Summer Intern Program in conjunction with the TN Intern Program Committee.
  • Supervise student worker including determining and directing work assignments.
  • Prepare new employee paperwork compiling and on boarding.
  • Write and edit correspondence (includes drafting letters, reports and other documents and/or final copies from drafts) for the assistant dean.
  • Compile and information to establish task priorities requiring evaluation by the assistant dean (includes developing implementing and maintaining operations, functional and fiscal procedures).
  • Generate presentations, reports and newsletters via computer including charts, graphs, figures, illustrations, animation and sound.
  • Monitor and report budgets, status of Share Point sites, annual registrations and schedule requests.
  • Prepare budgets, reconcile accounts, and perform contract management and Memorandums of Understanding.
  • Manage and reconcile leave records for the supervisors of all units reporting directly to the Assistant Dean.
  • Make purchases for the Assistant Dean’s Office including purchasing items on procurement card.
  • Process new vendors and invoices.
  • Develop and maintain external and internal content system development including event calendars, forms and training materials.
  • Responsible for IT hardware and software purchasing and maintenance.
  • Maintain listserv for specified email contact lists.
  • File confidential and public materials, electronic and hard copy.
  • Perform administrative duties that meet the needs of all eligible clientele regardless of race, color, national Origin, age, sex, disability, religion or veteran status.


Required Qualifications/Experience:

  • High school diploma or GED required and over 4 years of executive assistant experience.
  • Must have a valid driver’s license.
  • Highly specialized technical knowledge including keyboarding, data entry, Microsoft Word, Excel, and Power Point.
  • Effective written and oral communication skills including the use of telephone, email and distance video communication.
  • Ability to prioritize work based on the objectives and goals of the work unit and make recommendations to create and change office-level procedures.
  • Must have problem-solving and critical thinking skills to complete assignments.
  • Ability to make decisions including how to carry out work in varying circumstances by interpreting individual situations and determining which guidelines are most effective.
  • Effective organizational skills and ability to establish effective systems for information retrieval.
  • Ability to efficiently and effectively handle administrative responsibilities when assistant dean is traveling
  • Must convey a positive professional image and learn and work in a deadline-oriented environment.
  • Ability to be flexible in adapting to changing conditions and develop a positive working relationship and communicate effectively with diverse audiences including regional program leaders, department heads, staff and the public.
  • Ability to provide training in person, through internet and via phone.
  • Demonstrate the ability to communicate with the public and department personnel with grace and tact.
  • Respond to all oral and written communication by effective use of the telephone, email, and distance video communication.
  • Demonstrate proper telephone techniques and etiquette.
  • Must be willing to learn computer software as necessary.

Desires/Preferred Qualifications:

  • Bachelor’s degree with over 2 years of executive assistant experience.
  • Experience supervising staff and/or students.
  • Knowledge of the University of Tennessee and/or Extension systems, policy and procedures.
  • CAP (Certified Administrative Professional) certification.
  • Experience with Publisher, Share Point, IRIS, Publisher, Cayuse, Concur, ZOOM, QuestionPro, Doodle Poll, Zoom preferred.


UT Extension provides a gateway to the University of Tennessee as the outreach unit of the Institute of Agriculture. With an office in every Tennessee County, UT Extension delivers educational programs and research-based information to citizens throughout the state. In cooperation with Tennessee State University, UT Extension works with farmers, families, youth communities, to improve lives by addressing problems and issues at the local, state, and national levels.

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Administration - Ext
Schedule: Full-time
Job Posting: Jul 30, 2021, 8:34:03 AM


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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