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LDA - Administrative Assistant

The University of Tennessee, Knoxville
Knoxville, TN

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Job Details

Administrative Assistant

Limited Duration Appointment

Provost and Senior Vice Chancellor

Regular Full-time, Market Range 06

Salary Range Information -

The University of Tennessee Office of the Provost is recruiting a new role of Administrative Associate that will report to and provide support for the Senior Advisor for Interdisciplinary Curriculum Development, the Vice Provost for Academic Affairs, and the Assistant Provost and Chief Operating Officer. This position will provide executive-level program administrative support for varied tasks using problem-solving and critical thinking skills to complete assignments and move critical projects forward. These tasks will include administrative, travel, event, data entry, financial, HR, and operational activity support.

Successful candidates will possess a high level of organizational ability, be creative and self-directed in their approach to projects and tasks, and be willing to learn new skills and software as programs and operational needs evolve. This role manages simultaneous projects requiring follow-through, make critical judgments and timely decisions about their workload and project management deadlines once established, and must be able to communicate effectively with multiple audiences, including students, faculty, staff, and senior administrators. Additional duties and qualifications are listed below.

Roles & Responsibilities

Provides administrative and clerical support to the Senior Advisor for Interdisciplinary Curriculum Development, the Vice Provost for Academic Affairs, and the Assistant Provost and COO

    Takes initiative in managing multi-stage projects and activities that requires follow-through to move projects forward with long ranging goals and deadlines in mind. Manages calendars, acts as the point of contact for scheduling and managing activities/appointments, locating and reserving appropriate space and technology, RSVPs, and attendee needsManages contracts for GTAsMarketing and information dissemination Leads logistic and document preparation for curriculum activities, such as curriculum proposals for UT, THEC, etc.Provides meeting support by scheduling meetings, reserving meeting rooms or setting up Zoom/conference calls, preparing agendas, communicating with attendees, attending, taking notes, and providing follow-up administrative support. Provides administrative support by performing research to seek, gather, and compile requested data and information; preparing documents; drafting, preparing, and sending communications (letters, memos, emails); maintaining, creating, and updating official files, documentation, lists, and websites; creates forms; and general administrative support.Provides support for related committees and advisory groups. Maintaining lists and rosters, preparing documents, scheduling meetings, and performing project work.Purchasing, Finance, Event Management, etc.Coordinates efforts with the other administrative support team of the leadership.
    Assists with travel arrangements in Concur, as neededEnters accounts payable, contracts, payroll, and transactions into the system of recordEnters other operational entries, such as purchasing, contracts, bids, NCJ, facilities, events office, and key and E-Access requests as needed. Reconciles data as required.Coordinates on-boarding of new departmental employees and enters position/personnel/new hire actions in the HR system, as neededCoordinates with the Assistant to the Provost on other employee setup itemsDevelops internal processes and procedures for responsibility areas. Participates and may lead in cross-functional learning groups to help inform and develop methods among roles with shared responsibilities. Proves to be self-guided in professional development. Policy-driven and actively seeks training and documentation on HR, actively develops knowledge of policy and departmental practices.
The candidate addresses the above duties by:

    Using judgment and critical thinking to complete tasks promptlyMaking good and timely decisions based on the information availableApplying creativity and taking the initiative to find information needed to complete projects/tasksEffectively managing time daily and communicating clearly to supervisor and team members on the progress of projectsUnderstanding the necessity of confidential and time-sensitive materials
Required Qualifications

    Requires a high school degree or GED and two years of relevant experience, or an equivalent combination of education, training, and experienceAdept at working on complex projects, solving problems, and thinking critically about projects and tasks while proactively suggesting and developing ways of improving how we workPossess computer skills, including MS Office 365, especially MS Word, Excel, SharePoint, PowerPoint, Teams, and Planner; and familiarity with sharing documents and working collaboratively using cloud storage such as Google Drive and OneDriveHave the desire and ability to learn new processes and software as necessary to ensure the effective administration of the schoolBring strong, well-developed interpersonal and communication skills to the workflow of the officeOrganized, responsible, and efficient in tasks involved with gathering data, compiling information, and preparing reportsAbility to use tact and discretion when dealing with a variety of confidentiality issues
Preferred Qualifications

    Bachelor's Degree and 2-4 years of professional administrative or customer service experience in a complex organization, including participation in or management/oversight of diverse projectsExperience collaborating in teams with various levels of engagement
Screening of applicants will begin immediately and continue until the position is filled. For full consideration, interested individuals should provide a cover letter addressing professional experience relevant to the required minimum qualifications, a resume, and complete contact information for three professional references.

The salary for this position will be commensurate with experience. The University also offers a comprehensive benefits package, including a reduced tuition waiver for employees and reduced tuition for dependents that attend college in the University of Tennessee system.

The University of Tennessee is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution in the provision of its education and employment programs and services. All qualified applicants will receive equal consideration for employment and admission regardless of race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, genetic information, veteran status, and parental status

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Provost & Sr. Vice Chancellor
Schedule: Full-time
Job Posting: Sep 21, 2022, 8:35:27 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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