Description
Administrative CoordinatorThe Administrative Coordinator for the Division of Partnerships & Economic Development (DPED) supports the Associate Vice Chancellor for Research, as well as the DPED team which includes the Director of Economic Development & Industry Partnerships, the Director of Government-Industry Partnerships, the Partnerships Coordinator and the Innovation & Economic Prosperity (IEP) Coordinator. Support for this team includes travel coordination, processing travel reimbursements, calendar management, meeting coordination, budget and accounting assistance, coordinating recognition, fulfillment & stewardship efforts, materials management, communicating with internal and external constituencies, database management, brand outreach, and digital communication including creating social media content and website maintenance.

Qualifications
Responsibilities

Event Planning and Coordination

- Coordinates with DPED team members to plan and manage large campus visits with industry representatives, high-level meetings, and events such as advisory boards, university initiatives, and programs.

- Plan and manage all special events and on-campus site visits with company and federal representatives. These site visits include coordination of multiple campus units, as well as external partners. Often these visits include coordination of multiple meeting spaces, lunches, dinners, campus tours, development of briefing documents, transportation and A/V coordination, and can include as many as 40 people spanning 2-3 days. It is not uncommon for the DPED to host 50 or more of these visits per year.

- Assist in the planning, coordination and execution of internal faculty programming and events such as “New Faculty Orientation”, “DPED Faculty Roadshow”, “ORE Open House” and others.
- Plan and manage up to two (2) DPED advisory board meetings per year, monthly campus corporate and foundation engagement team meetings and assist with the Office of Research External Advisory Council meetings (up to 2 per year).

Administrative Coordination & Stewardship Efforts

- Coordinate domestic and international travel for DPED team, and accurately process travel reimbursements using Concur in a timely manner.

- Manage calendars for DPED team members. Coordinate in-person meetings, conference calls, and virtual meetings with internal and external constituencies.

- Assist with budget and accounting tasks.

- Coordinate recognition, fulfillment & stewardship efforts, manage materials and brand outreach.

- Manage and coordinate digital communication including creating social media content and website maintenance, annual report and other external materials.

- Maintain inventory of supplies, promotional items, and marketing materials.

- Answer phone and route calls appropriately, maintain databases, and provide assistance to the DPED office as needed. Manage collection of administrative documents required of staff throughout the year.

Communications & Marketing

- Oversee and manage all printed and digital media including the annual report, DPED informational brochure, partnership proposal booklets, partnership stewardship reports, thank-you cards, and other materials and marketing pieces.

- Manage all social media platforms for the office, as well as maintain the DPED web presence in collaboration with the ORIED communications team.

- Coordinate dissemination of press releases related to industry and federal opportunities with multiple system and campus communications offices, ORNL communications office, etc.

Knowledge, Skills, and Abilities:

- Ability to use multiple technical applications including Microsoft Office (Outlook, Word, Excel, and PowerPoint)

- Knowledge of digital media platforms

- Strong administrative skills, including excellent analytical, written, and oral communication skills

- Ability to multitask in a busy office environment while maintaining superior customer service

- Ability to work with C-level executives

- Strong organizational skills

- Exceptional interpersonal skills

- Ability to work in a fast-paced, team oriented environment with minimal supervision

- Ability to exercise mature judgment

- Ability to adapt and maintain flexibility in an ever changing environment

- Ability to maintain strict standards of confidentiality

Preferred Knowledge, Skills, and Abilities:

Working knowledge of Concur, IRIS, One Drive, SharePoint, Zoom, and WebEx

Education/Experience:

Minimum five (5) years of relevant experience, or an equivalent combination of education, training, and experience.

Experience may include meeting, conference, and/or special events coordination, grant writing, marketing and/or communications, public relations, economic development, etc.

Preferred Education/Experience:

Bachelor's Degree preferred. Certified Administrative Professional (CAP) designation preferred. Experience in a higher education environment, corporate and/or federal relations, and working with grants.

 

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Office Of Research Innov & Econ Develop
Schedule: Full-time
Job Posting: Jun 10, 2022, 2:37:25 PM