Administrative Assistant - The Graduate School

The Vice Provost and Dean of the Graduate school invites applications for an Administrative Assistant to support the Office of Postdoctoral Affairs and the Graduate School. This position reports directly to the Assistant Dean of Postdoctoral Affairs and works closely with the Graduate School’s Office Manager. The individual in this position will be responsible for a variety of tasks, including but not limited to routine office procedures such as communications, customer service, data entry, reporting, scheduling, and organization. This full-time, on-campus position will also be tasked with event planning, execution and support.

Duties

Provides daily administrative support for the Office of Postdoctoral Affairs (OPA) and the Graduate School, including but not limited to:

• Various administrative tasks for the OPA/Assistant Dean for Postdoctoral Affairs and the Graduate School such as document preparation, maintaining calendars (for both individuals and events), facilitating communication, preparing travel arrangements, etc.
• Scheduling, organizing, and facilitating meetings (includes committee meetings, daily appointments, room scheduling, etc.)
• Receiving, routing, and responding to email and phone calls, primarily for the OPA.
• Assisting with communications and marking efforts by prepping and posting web-based articles regarding special events and/or initiatives; assisting with posting/creating OPA social media posts and calendar announcements.
• Coordinating and/or assisting with special events including receptions of all sizes and larger departmental events (may include planning, working with vendors/caterers, securing venues, inviting guests and/or dignitaries, securing supplies, on-site set up/tear down, and assisting at the events). Assisting with post-event analysis, communication, and surveys.
• Retrieving and reviewing data; pulling reports; archiving and indexing data as needed. Maintaining records, database entry, and retrieval.
• Interacting with postdocs, faculty, staff, and students, providing customer service as needed.
• Assisting with project management/support for Graduate Student Research Awards, OPIc, etc.
• Providing administrative support for the Graduate & Professional Student Professional Development Team (GPSPD).
• Assisting with facilities-related projects and requests.
• Assisting with documenting and tracking standard operating procedures for the department.
• Assisting with compliance tracking
• Assisting with procurement, managing supply records and inventory tracking
• Other duties as assigned.

Required Experience/Skills Needed:

• High school diploma or GED
• Previous customer service experience with evidence of excellent customer service skills
• Ability to establish and maintain respectful and effective working relationships across campus
• Experience working with diverse populations
• Strong organizational and time management skills; ability to set priorities and self-start
• Ability to communicate professionally and effectively, both verbally and in writing
• Strong working knowledge of Zoom and Microsoft Office Suite (especially Word, Excel, Outlook, PowerPoint, and Teams)
• Ability to work both independently without close supervision and collaboratively as part of a team
• Ability to plan and organize events according to schedule and within budgetary guidelines
• Ability to project a professional image
• Detail oriented

Preferred Experience/Knowledge/Skills

• Prior experience working in an office environment, especially a higher education environment
• Experience with event planning and execution
• Computer skills to quickly learn and effectively use related technologies or direct experience with 25Live, Canva, InfoReady, Linked In, Qualtrics, various databases and CRMs.

Applications should be submitted electronically through Human Resources with the following attachments included: (1) a cover letter of interest addressing qualifications; (2) a resume or curriculum vitae; and (3) the names of at least three (3) professional references with their contact information (addresses, telephone numbers, email addresses).

Application review will begin November 1.

Questions about the search may be directed to:

Millie Cheatham, Graduate School Office Manager

(865) 974 – 0818

mcheatha@utk.edu