Administrative Coordinator, Academic Affairs, Research and Student Success

Market Range 05

About the UT System

The University of Tennessee is comprised of campuses at Knoxville, Chattanooga, Martin, and Pulaski; the Health Science Center at Memphis; the Space Institute at Tullahoma; and the statewide Institute of Agriculture and Institute for Public Service.

The UT System has a presence in each of Tennessee’s 95 counties. Through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations, and citizens statewide.

The University of Tennessee System, through its multiple campuses and institutes, serves the people of Tennessee and beyond through the discovery, communication, and application of knowledge. The System is committed to providing undergraduate, graduate, and professional education programs in a diverse learning environment that prepares students to be leaders in a global society. The UT System’s delivery of education, discovery, outreach, and public service contributes to the economic, social, and environmental well-being of all Tennesseans.

The Opportunity

This position will work closely with other staff in the office of the Vice President for Academic Affairs, Research and Student Success. This position is responsible for supporting the day-to-day activities related to the office. This position communicates daily with individuals at all levels of the UT System. This position handles sensitive and confidential information. This position must be dependable, organized, able to prioritize and multi-task, attentive to detail, flexible, and able to anticipate the needs of the office.

Responsibilities include, but are not limited to:

• Coordination of Meetings:
  • Assist with managing the calendar of the Associate Vice Presidents and staff for the offices of Academic Affairs, Research and Student Success (AARSS)
  • Scheduling and logistics of meetings for the AARSS Team and various system-wide and state-wide groups
  • Serve as recorder for various meetings and drafting minutes and follow-up correspondence
• Coordination of Special Events:
  • Assist with event planning and event support
  • Work with vendors to complete contracts (i.e. hotel contracts for meetings or conferences)
  • Processing contracts through UT Contracting when necessary
  • New vendor set-up
• Office Support:
  • Preparing correspondence
  • Answering departmental phone and departmental email
  • Invoice review and preparation for payment according to UT Policy
  • Organization and maintaining electronic files
  • Procurement Card (PCard) oversight and reconciliation
  • Fulfilling general administrative duties: ordering supplies, inventory of office equipment, etc.
• Travel:
  • Coordinating travel for members of the AARSS Team
  • Processing travel reimbursements according to UT Policy
• Website Maintenance:
  • Coordinate with the UT Communications Team for the Office of the Vice President for Academic Affairs, Research and Student Success websites (internet on WordPress and intranet on SharePoint) updates

Required Qualifications

• High school diploma or GED
• Ability to work independently, but also as part of a team
• Ability to multi-task, manage and follow up on a number of projects at any given time
• High level of professionalism and courteousness, with a customer service orientation
• Strong attention to detail
• Possesses an understanding of higher education in Tennessee as well as the structure of the University of Tennessee
• Fluent Microsoft Office skills including: Word, Excel, PowerPoint, and Outlook
• Willingness and ability to learn and use new programs and technologies
• Interpersonal skills including relationship building, management, and communication with various types of personalities
• Time-management and an understanding of priorities for the office
• Creative problem solving
• Organization of materials
• Team player
• Special events coordination and implementation

Preferred Qualifications (Senior Auditor)

• Some college, Associate’s degree or Bachelor’s degree
• 3-5 years of higher education experience
• Prior experience working for a high-level executive
• Computer software including Microsoft Office, Office Communicator, IRIS
• Experience with University of Tennessee contracts and ledgers
• Working knowledge of university structure, institutional research and educational policy
• Lifelong learner and quick to learn new things

Application Process
For full consideration applications should be accompanied by a letter of interest, resume and three references. Review of applications will begin immediately.

Compensation for the position will be competitive and commensurate with qualifications and experience withing the proper market range.

The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee’s benefits, visit https://hr.tennessee.edu/benefits/