Faculty Senate Administrative Assistant, Provost Office

Employer
The University of Tennessee, Knoxville
Location
Knoxville, TN
Closing date
Oct 22, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

Description
Faculty Senate Administrative Assistant,  Provost Office

Regular, Full-time - MR04

We are seeking an Administrative Professional 2 who will manage and coordinate all core administrative aspects of the Faculty Senate including communications, Senate and Committee meeting planning, production of minutes and reports, record keeping and updating of the website. This is an exciting opportunity to contribute to the mission of the university by assisting one of the key faculty governance bodies on campus. Reporting to the Vice Provost for Faculty Affairs in the Office of the Provost, the person in this position will also spend a portion of their time supporting faculty affairs, including managing all changes to the UTK Faculty Handbook.

Job Functions/Responsibilities:

Serve as the Administrative Assistant to the Faculty Senate, President, President-Elect and Past-President, committee chairs, and other Senators or task force members. Act as central contact for all phone, email or other requests for Senate information. Draft and distribute correspondence, including letters and e-mails. Collect all email or other correspondence pertaining to Senate Affairs and maintain Senate archives. Maintain official Faculty Senate records and communications, collaborate with Senate President on agenda materials, editing and distributing meeting minutes. Edit and manage all Senate records including committee reports, resolutions, bylaws, and other Faculty Senate documents for posting on the Faculty Senate web page. Update and maintain the Faculty Senate Website including rosters, agendas and minutes. Provide recommendations to Faculty President regarding decisions about website content, organization, placement and ensuring information is current.  Maintain formal Senate email lists and social media sites. Track changes to the Faculty Handbook and update the official copy of the Handbook.

 

Coordinate scheduling of Senate meetings, Senate Executive Council meetings, and approximately 12 Faculty Senate committees. Assemble and distribute agendas for Senate and Executive Council meetings. Coordinate meetings and events such as Faculty Senate retreat including scheduling, coordinating physical locations, food services, equipment, speakers and guests, disseminating invitations, notices, preparing handouts, and name tags. Monitor changes in Senate composition, including committee composition. Coordinate, schedule and set-up meetings for Senate committees. Establish/maintain a database of the history of membership, officers and Committee/caucus memberships of all Senate members and non-Senators serving on Committees/Councils. Collaborate with President–Elect to ensure appropriate Senate membership consistent with the Faculty Senate bylaws throughout the year. Maintain record of staggered terms on committees. Correspond with Senators in order to determine committee preferences and in collaboration with the President-Elect and the Senate Committee on Nominations and Appointments, develop a tentative assignment of Senators to committees based on preference forms and staggered terms.  Serve as liaison with campus administrators to staff administrative committees with Faculty Senators and to maintain accurate accounting of ex-officio administrative representatives on committees and work with student government associations to assign students to Faculty Senate committees. Serve as an assistant for Senate committees.

Provide work direction to Senate Graduate Research Assistant. Manage reporting for all Senate financial accounts including monthly ledger analysis: entry, approval and comparisons to expenditures. Provide monthly report to the Senate President on the status of all Senate accounts prior to ledger approval. Maintain records of any Senate inventory. Assist the Office of the Provost with projects.



Qualifications
Requirements:

Education: High School diploma or GED

Required level of experience: Four years of progressively responsible experience providing administrative support.

Preferred level of experience: Experience providing support to senior leadership. Experience supporting governing bodies such as committees or counsels.

Required knowledge, skills and abilities: Website management skills. Microsoft Office skills. Excellent written, verbal and interpersonal communication skills. Document management, copy-editing and analysis/visualization/graphics skills. Ability to effectively coordinate and establish schedules of individuals with diverse constraints. Ability to effectively prioritize competing demands. Ability to work collaboratively with diverse faculty and staff on multiple concurrent tasks. Ability to manage email and schedules for multiple individuals. Ability to learn new software. Ability to provide work direction to student employees.

Preferred knowledge, skills, and abilities: Knowledge of general higher education structure and processes. Knowledge of HRIS/ERP software programs, particularly (SAP).



Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Vice Provost Faculty Affairs
Schedule: Full-time
Job Posting: Jul 14, 2021, 9:45:42 AM

Organization

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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United States

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