Administrative Specialist I

Job Details

Administrative Specialist I

Division of Diversity and Engagement | Office of Community Engagement and Outreach

The Office of Community Engagement and Outreach, housed in the Division of Diversity and Engagement (DDE) seeks a full-time Administrative Specialist I to provide support in a complex and fast-paced environment.

Duties and Responsibilities

Reporting directly to the Associate Vice Chancellor (AVC), this position provides high-level administrative support, acts as the first point of contact for the Office of Community Engagement and Outreach (OCEO) and initiatives related to engagement and outreach, schedules events in Ad Astra, oversees registration processes, assists with program materials, and assists with effective modes on communication for internal UT groups/units and external partnerships. This position provides a key support role in a fast-paced environment for the general support of OCEO. This professional assists with providing information and guidance to students, faculty, staff, or community members who might have general questions or be attending OCEO programs and events. This position will assist with coordination of all aspects of OCEO programs including program advertising, application processes, coordination of housing for pre-college programs, and meals. This position monitors other campus-wide events to seek ways to collaborate and partner and avoid overlaps. The position will submit scheduling requests in Ad Astra. They will also manage the office's communications by assisting with presentation, maintaining and updating websites where needed, and generating reports.

Position Duties

  • Maintains calendar, coordinates and supports travel for Associate Vice Chancellor (AVC) while completing registration processes related to events, including but not limited to information on DDE initiatives, seminars, workshops, and events.
  • Books facilities for meetings, order food and beverages for meetings and events, on campus and in the community.
  • Communicates with K-12 schools, higher education institutions, nonprofits, government entities, and other entities for the planning of campus and on-site activities and other initiatives.
  • Provides scheduling information to faculty, staff, and students who are interested in diversity, equity, and inclusion initiatives. Ensures that OCEO events are submitted to the campus events website for public viewing.
  • Provides front-desk services, greeting guests and answering questions from faculty, staff, students, and other visitors to the unit.
  • Acts as first contact for students with questions related to assessment and accountability initiatives, as well as community engagement and outreach.
  • Updates and maintains departmental mailing list and organizes mailings for major events and serves as one of the Division's parking liaisons.
  • Provides training to work study students and student assistants who provide assistance at the front desk.
  • Assists with the formatting and generation of reports and with gathering information when requested.
  • Generates letters, presentations and data analytics as requested by AVC.
  • Sends communications to faculty, staff, students, and community partners.
  • Facilitates visits and meetings with campus offices and partners by providing directions and ensuring they are greeted upon arrival.
  • Assists with program materials for workshops and events, making copies as needed, creating name badges, and other tasks.
  • Assists with establishing effective modes of communication about ongoing engagement, outreach, and diversity and inclusion initiatives with such constituents as campus partners, alumni, Advisory Boards, external partners, and others.
  • Other duties as assigned.

Education and Experience

  • Minimum of three years of relevant experience with high school degree
  • Experience functioning in a dynamic environment
Required Skills and Abilities

  • Skilled in program and project management, event planning and management, and evaluation 
  • Experience functioning in a fast-paced, dynamic environment
  • Ability to manage multiple projects at once
  • High level of personal initiative and independence
  • Proficient with Microsoft Office software including Word, Excel, PowerPoint, and Outlook, as well as Teams
  • Excellent communication skills with the ability to communicate and interact effectively with faculty, staff, administrators, students, community partners, and stakeholders
  • Excellent customer service skills
  • Excellent organizational and problem-solving skills
  • Excellent grammar and proofreading skills
  • Detail-oriented
  • Possess a strong, proven record of teamwork
  • Capable of working individually and in a team environment
Preferred Education, Skills and Abilities

  • Bachelor’s degree
  • Knowledge/experience working with college faculty, staff, students, and community-based organizations
  • Experience with creating professional reports
Please apply with a cover letter, resume and 3 references.

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Vice Chancellor Diversity & Engagement
Schedule: Full-time
Job Posting: Jun 1, 2022, 10:37:05 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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