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Administrative Associate & Events Assistant – College of Communication and Information

Job Details

Description

Administrative Associate & Events Assistant – College of Communication and Information

 

Full-Time, Non-exempt, MR03

 

The University of Tennessee, Knoxville invites applications for an Administrative Associate & Events Assistant in the College of Communication and Information (CCI).

Application Process: Interested individuals should apply by May 26, 2024.

Screening of applicants will begin immediately and will continue until the position has been filled. For full consideration, applicants must provide a resume, cover letter, and a minimum of three references. All applicants must apply online to be considered for this position.  Applicants who receive an invitation to interview will be informed of the salary range of the position prior to the interview.

The Position: The Administrative Associate & Events Assistant is the front desk receptionist for CCI’s Office of the Dean. The position is responsible for welcoming students, parents, faculty, and staff into the Dean's suite via in-person, online, and telephone interactions. This requires screening questions from University/College administrators, directors, faculty, staff, students (current and prospective), and visitors/callers and directs them to appropriate personnel or departments. This position also manages all procurement and travel entries for the Office of the Dean. This position reports to and provides support to the Executive Assistant to the Dean. However, this position may also take guidance from the Dean of CCI and the Office of Finance and Administration.

The Administrative Associate & Events Assistant is expected to:

·         Provide superior front-line customer service and reception support for the Office of the Dean, greeting clients, managing drop-ins, and answering telephone requests from faculty, staff, students, and the public in accordance with general guidance.

·         Provide general reception support for the Dean’s Office, including answering phone calls, returning missed calls, listening to voicemails and following up, and mail distribution.

·         Support daily management of the Office of the Dean and always ensure coverage of the office.

·         Maintain a neat, organized, and well stocked office environment.

·         Provide superior support to the Dean in all clerical tasks, including copying, filing, faxing, preparing documents, correspondence, and meeting preparation activities.

·         Sort and prioritize the dean’s mail and work closely with Dean ensuring timely responses on incoming mail and email, answering mail for Dean when appropriate.

·         Represent the Office of the Dean in the absence of the Dean or other office personnel.

·         Offer suggestions which support ongoing improvement of the professional appearance and functioning of the Dean's Office and common areas as open, clean, and friendly environments.

·         Complete a daily walk-through of the building to ensure that the building is clean and submit any facility requests.

·         Follow up on facility requests to ensure projects are done in a timely manner.

·         Address all outgoing mail from the Dean.

·         Maintain and update the Dean’s Conference room calendar for meetings and lunches for the Dean’s office.

·         Ensure all spaces are clean.

·         Procure College-wide supplies and services.

·         Enter invoices for payment and complete other accounts payable functions as instructed.

·         Prepare expense reimbursements and attend training as needed to remain current.

·         Reconcile all travel expenses within the Dean’s office.

·         Ensure all meeting spaces are cleaned in the Dean's office and prepared for the next meeting.

·         Ensure all event supplies are organized and returned to the Dean’s office.

·         Provide administrative support to the Executive Assistant, including but not limited to, name badges, presentation materials, certificates, etc.

·         Provide support scheduling and ordering lunches for Dean’s advisory council meetings.

·         Provide day of support at all college wide events from set-up, check-in, and tear-down.

·         Track event supplies and college swag inventory.

·         Provide support for CCI staff lunches including room reservations, catering arrangements, set-up, and clean-up.

·         Support the Associate Dean for Faculty Development in managing confidential faculty-related matters consistent with the Faculty Handbook.

·         Work closely with the Associate Dean for Faculty Development to ensure that his/her responsibilities in the tenure, promotion, and reappointment process are met such as scheduling time to review materials and writing appropriate letters ensuring all deadlines set by Provost are met.

·         Schedule/coordinate Associate Dean for Faculty Development responses to annual evaluation process each year for faculty in the college and maintains current spreadsheet of dates and other pertinent information.

·         Works with Provost Office and ensures all policies and dates are strictly observed.

·         Assist Associate Dean for Faculty Development with planning faculty development initiatives, maintain confidential files, and monitor the status of the projects/processes.

·         Support Director of Access & Engagement in planning related initiatives.

 



Qualifications

To be successful in this role, candidates are required to possess:

·         High school diploma or equivalent.

·         At least one year of experience coordinating or managing a large office.

·         Working knowledge of Microsoft Office.

·         Strong attention to detail.

·         Strong written and verbal communication skills.

·         Ability to prioritize work with time-sensitive deadlines.

·         Ability to interact with a diverse group.

Our ideal candidate has:

·         An associate or bachelor’s degree.

·         5 years of experience coordinating or managing a large office.

·         Experience in an academic environment.

·         Knowledge of UT policies.

·         Knowledge of UT ERP systems (SAP, Banner)

·         Proven experience in handling confidential matters.

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

The College: 

CCI is part of a Land Grant Institution embedded in communities to make those communities a better place. Our alumni, students, faculty, and staff strive to positively impact the lives of people in our state through our teaching, scholarship, creative work, and through our engagement and service. CCI as a college is well poised to deliver upon all of those areas to become the most nationally distinctive but locally relevant College of Communication and Information in the country.



Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Comm/Info-Admin
Schedule: Full-time
Job Posting: May 10, 2024, 8:00:44 AM

Organization

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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