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Administrative Coordinator

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Job Details

Administrative Coordinator

Office of Research, Innovation & Economic Development (ORIED)

Division of Research Integrity & Assurance

Job Summary/Essential Job Functions

The Division of Research Integrity & Assurance within the Office of Research, Innovation and Economic Development at the University of Tennessee, Knoxville, seeks a full-time Administrative Coordinator to provide primary administrative support services for the Assistant Vice Chancellor for the Responsible Conduct of Research (AVCR) and Institutional Research Integrity Officer, in a complex, dynamic, time­ sensitive, and confidential environment. Responsibilities include areas such as managing and prioritizing AVCR time and complex schedule; managing meetings, appointments, and follow-up with internal employees and external partners; promote meaningful working relationships with internal and external constituencies; managing complex travel arrangements; serving as an agent for the AVCR on complex and sensitive matters; assisting with research non-compliance matters and compliance coordination, communicating with others using a wide variety of methods and technology; supervising student worker(s); coordinating departmental searches and assisting with various HR tasks; providing travel support to AVCR, maintaining fiscal effectiveness and integrity; and other duties as assigned.

Duties and ResponsibilitiesManage Meeting and Follow-up with Internal Administrators, Faculty, Staff and External Partners

    Brief the AVCR on the specifics of the meetings, obtain and extract information from multiple sources, prepare materials to share at meetings, and maintain a system for effective communication for reminders and follow-up. Draft letters, e-mail, and deliver promised or scheduled information on time.
Manage Complex Travel Arrangements
    Responsible for managing a complex travel schedule seamlessly and efficiently, preparing travel packages for all trips, ensuring internal and external coordination, and following university policies and procedures to ensure fiscal responsibility.
Represent and Serve as Agent for Complex and Sensitive Matters
    Must possess and utilize significant skills to manage sensitive and confidential matters, work with established committees, organize and host meetings and training sessions, and prepare relevant correspondence, materials, and follow-up with appropriate individuals.
Serve as Ambassador and Representative of UTK
    Must possess the professional acumen to assist in hosting events, interact with guests, provide professional follow-up, etc., as directed by AVCR.
Host High-Level Events and Meetings
    Assistant must ensure guests visiting the office/campus have the appropriate parking credentials, directions, accommodations, etc. The assistant will develop materials, work with vendors, arrange guest travel, coordinate the logistics, and provide follow-up during and after the event/meeting.
 Manage AVCR Time and Complex Schedule
    The assistant will establish a system to creatively manage AVCR's time and schedule and must keep the AVCR on schedule throughout the day. The AVCR averages 40+ meetings and conference calls per week.Assistant must have the ability to prioritize AVCR's calendar by vetting meeting requests and demands placed on the AVCR's time.
Coordinate, Facilitate, and Manage Internal and External Communications Using a Wide Variety of Methods and Technology.
    In addition to the communication related duties described herein, the assistant will receive and prioritize correspondence/communications and respond in an appropriate manner.The assistant will prepare itineraries, draft correspondence, memos, requests for interviews and committee/board appointment letters. The assistant must also be familiar with and have the ability to use and troubleshoot audio/video technology such as Zoom for individual and group meetings.The assistant provides phone support including answering the calls for the AVCR, placing calls, sharing messages, routing calls to other individuals as appropriate.
Compliance Coordination - The AVCR oversees several compliance groups within Office of Research, Innovation & Economic Development, Division of Research Integrity & Assurance, including the Biosafety program, Radiation Safety Committee, Export Control, Human Research Protection Program, Conflict of Interest, Quality Assurance Improvement Program, serves as chair of several committees, and facilitates compliance committees.
    The assistant will provide extensive support associated with each of these areas including conducting basic research benchmarking, preparing meeting agendas and materials, sending meeting requests for upcoming meetings, coordinating events and meetings for committee participants, and preparing and distributing committee appointment memos and other correspondence.The assistant must have the ability to coordinate with the Division of Research Administration and various colleges/departments to ensure a collaborative environment and exceptional customer service.
Issues of Non-Compliance-The AVCR is the university's research integrity officer, and cases of potential non-compliance are monitored, investigated and corrected in accordance with university and federal guidelines with an objective to protect the university's research reputation. T
    The assistant will provide extensive assistance in the misconduct assessments by identifying and providing information from Cayuse, the university's proposal and award database concerning proposed and funded research. The assistant is responsible for coordinating the committee meetings and interview schedules and works directly with the Office of General Counsel to arrange court reporters. The assistant must possess the utmost integrity and ability to handle highly confidential and sensitive materials.The assistant will maintain a SharePoint site for the purpose of sharing materials with committee members and will maintain a log of allegations of non-compliance which will include the committee's final determination.
  1. Complex multi-tasking and the ability to supervise students
  2. Ability to be creative, nimble, solution-oriented, diplomatic, responsive, communicative, self­ motivated, and willingness to learn new things and self-starting.Highly effective verbal and written communication skills. Ability to communicate and interact effectively with faculty, staff, administrators, and executives.
  3. Exceptional customer service skills.
  4. Ability to learn new concepts and apply them to appropriate situations.Knowledge and proficiency with software and web-based programs including Microsoft Office, SharePoint, One Drive, Adobe Acrobat, IRIS, Concur, Taleo and iThenticate.
  5. Skilled and adept at navigating the internet.
  6. Ability to work in a team environment as well as independently.Excellent problems solving skills.Ability to be detailed orientated.Ability to work under stressful and time-sensitive conditions.Ability to provide a high level of personal initiativeStrong skills in organization, prioritization, and reasoning/logic.Ability to handle highly confidential and sensitive materials with integrity.
Preferred knowledge. skills, and abilities
    Strong organization skillsExcellent interpersonal, written and oral communication skillsDemonstrated judgment skills in handling sensitive situationsAbility to maintain confidential informationProfessional decision making and problem solving skillsAbility to manage multiple projects and work assignmentsAbility to accomplish projects with little supervision
Minimum RequirementsHigh school diploma or GED

Preferred QualificationsBachelor's degree and/or Certified Administrative Professional Designation

Required level/type of experience and/or years of experienceMinimum of seven (7) years experience as an administrative assistant for senior level administrator.

Preferred level/type of experience and/or years of experienceBachelor's degree with three (3) years of office experience as an administrative assistant to a senior level administrator in an academic environment.

Additional InformationPlease attach the following electronic documents to the application: Cover letter, resume, names, email addresses and phone numbers of three references into the UT Human Resources online portal.

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Office Of Research Innov & Econ Develop
Schedule: Full-time
Job Posting: Jun 30, 2022, 11:53:04 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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