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Administrative Specialist

The University of Tennessee, Knoxville
Knoxville, TN

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Job Details

Administrative Specialist-Forestry

Wildlife and Fisheries-Extension              

The Department of Forestry, Wildlife and Fisheries at the University of Tennessee Institute of Agriculture, located in Knoxville, Tennessee, invites applications for the position of Administrative Specialist.  This position provides administrative support to FWF’s Extension faculty, staff, and students through office operations and administrative support, project logistics, financial processing, and information and materials management.  This is a regular, non-exempt, 100% FTE position, Market Range 04.  The Department is committed to providing a safe and welcoming environment to all.  Women and minorities are encouraged to apply.

Responsibilities of the Position:

•             Provides project support for the planning and implementation of Extension programs and special projects

•             Schedules meetings, seminars and conferences

•             Reserves meeting rooms

•             Schedules catering, equipment and transportation needs

•             Arranges lodging, meals, and travel for special guest speakers

•             Prepares and edits Extension newsletters, brochures, and special publications

•             Processes travel requests and expense reports for Extension faculty, staff, and students

•             Develops budget worksheets for special projects and programs

•             Maintains the department calendar for Extension faculty and staff

•             Processes requests for Extension publications, newsletters and brochures

•             Manages portfolio of Extension publication

•             Maintains the Extension newsletter e-mail database

•             Responds to and forwards general inquiries via e-mail and telephone

•             Purchases equipment and supplies

•             Coordinates shipping and receiving services for faculty and staff, signs for deliveries, and notifies recipients when deliveries arrive

•             Serves as backup person to answer telephone and greet visitors

Required Qualifications: 

•             High school diploma and 5 or more years of experience in an administrative support position in an office environment

•             Ability to develop budget worksheets

•             Ability to coordinate with the Office of Information Technology (OIT) for equipment setup in support of faculty and staff

•             Excellent oral and written communication skills

•             Ability to work with university personnel and the general public in a pleasant and friendly manner

•             Skills and proficiency with MS Office products including Microsoft Word, Excel, Outlook, Adobe Acrobat, and website maintenance software

•             Ability to organize and coordinate logistics of meetings, seminars and conferences

•             Ability to draft, organize and publish a periodic newsletter

•             Demonstrated ability to convert Word documents to PDF                                                                                                                                 

Preferred Qualifications: 

•             Associate degree and 10 or more years of experience in an administrative support position in an office environment

•             Knowledge of UTIA policies and procedures

•             Demonstrated knowledge and understanding of the UT Extension mission

•             Knowledge of SAP, Concur and 25 LIVE

•             Knowledge of accounting, budgeting, and purchasing procedures

•             Proficiency with publication software

•             Ability to work with electronic means of delivering Extension materials, e.g., webinars, social media and web sites.

•             CAP certification

To Apply:  In addition to completing the online application, submit documents in PDF file format:  1) a letter of interest; 2) a resume outlining education, training, and work experience; 3) copies of any specialized training certificates or certifications; and 4) a list of three professional references containing full contact information.  Applications received with documents in other than pdf format will not be considered.  A review of applications will begin on December 1, 2022, and will continue until position is filled.

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: School Of Natural Resources Ext
Schedule: Full-time
Job Posting: Nov 21, 2022, 11:18:10 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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