Administrative Specialist-Counseling, Human Development & Family Science-UTK

This position coordinates comprehensive exams, leads master's admission process, coordinates doctoral admissions process, ensures accreditation compliance, provides clear programmatic communication, and coordinates student registration. Provides direct administrative support to 3 graduate degree/concentration programs, 1 graduate certificate program, and 8 faculty members in the department. This position performs diversified administrative, clerical services, and programmatic support for the Department including but not limited to preparing, proofreading, printing, and managing necessary Departmental documentation, maintaining and updating faculty and student records that directly impact accreditation requirements for the Counselor Education program, and provide assistance to faculty and students to enable a smooth transition through the University experience. Initiates and prioritizes the necessary components of accreditation reporting and assists faculty in securing locations and proctors for national exams for students.

Accreditation Support:

• Ensure accreditation compliance via leadership of systematic student assessment and program evaluation processes. This includes communicating with faculty regarding required evaluations, monitoring completion of key performance indicators, monitoring student progress and benchmarks in Taskstream, reporting annual student reviews under advisement of faculty, and assisting CACREP liaison on reporting of student assessment and program evaluation data.

• Coordinating student registration to ensure compliance with prerequisites and accreditation requirements.

• Coordination of compliance and reporting for accreditation learning outcomes which is inclusive of, but not limited to: sending formal follow-up of surveys to sites and employers employing alumni; contact graduates to update survey information regarding their work in the field; collect and summarize collected data

• Serves as liaison between faculty and students to process graduate program admission files and maintaining current student files in the program according to accreditation requirements.

• Responsible for maintaining, safeguarding, and storing documents, information, and files in accordance with University policy and national accreditation standards.

• Provide assistance toward collection, reporting, and filing of data for accreditation though CACREPS. Prepare, proofread, and correct letters, reports, and other related documents. Work with NBCC/CCE to coordinate master’s comprehensive examination (CPCE) and early NCE examination administrations.

• Provide assistance toward collection, reporting, and filing of data for accreditation though CACREPS. Prepare, proofread, and correct letters, reports, and other related documents.

Program Specialist:

• Lead master’s admissions process including responding to inquiries from prospective students, monitoring and managing application process, coordinating faculty review of applications, leading on-campus interview process, and communicating with students/prospective students regarding application status.

• Coordinate doctoral admissions process including monitoring and managing application process, coordinating faculty review of applications, and leading on-campus interview process.

• Ensuring clear programmatic communication by managing “Counseling Programs Central” in Canvas.

• Coordination of admission of students, which is inclusive of, but not limited to: management of review of student applicants to provide to faculty; scheduling of student interviews; following up with faculty regarding accepted and declined applicants; notifying students in writing

• Provide direct administrative and clerical support for 8 faculty members in the Counselor Education program, Clinical Mental Health Counseling program and School Counseling program.

• Maintain a database containing demographic and academic information for graduate students enrolled in 3 programs in the department and update list each semester as new students enter and exit the program(s)

• Plans, coordinates, and executes program events, including tasks such as price comparison, scheduling/booking, ordering of food/supplies, and preparation of material

• Maintain records for student liability insurance through contact with the bursar’s office and risk management

• Provide assistance to prospective students through the admission process and current students with class schedules and through the graduation process, assisting them in enrolling in programs in and outside of the department and finding/completing materials necessary for graduation.

• Announce the dissertation defense of students to college faculty and staff at least a week in advance, via email.

• Proctor national exams for students

Department Support:

•Provides support to the department through general office operations including, but not limited to the creation and dissemination of correspondence and reports, email correspondence, typing, filing, faxing, copying, editing, answering phones, upkeep of office supplies, mail, scheduling media equipment, processing key requests, and procuring meeting rooms.

• Exhibit considerable autonomy in use of procurement card following established practices and procedures.

• Assists in planning departmental events, including tasks such as price comparison, scheduling/booking, ordering of food/supplies, and preparation of material

• Place orders through University Printing and Mail for the department, faculty, and staff

• Instrumental in preparation of orientation materials for department, Counselor Education program, School Counseling program and Mental Health Counseling Program.

• Use Argos to create class roll reports, timetables, and enrollment reports for faculty and staff; Internet Native Banner to give permission to students, add them to courses, and adjust their credit hours as necessary, and Nolij and ADMIT to collect student data for reports.

• Serve as backup for: phone calls for main office answering questions or directing customers to the appropriate offices; Listserv Moderator; Timetable; graduate student admission process for department

• Assist in upkeep of equipment (i.e. copiers, scanners)

Qualifications

Required Qualifications

• Education: High School
• Experience: At least 4 years of related experience
• Knowledge, Skills, Abilities:

• Excellent communication skills

• Data extraction and analysis skills

• Ability to work independently and maintain effective working relationships with co-workers, faculty, students, and general public

• Ability to prioritize workload as needed

• Knowledge of and proficiency with common office software products and student information systems such as, but not limited to, Word, Excel, Outlook, and PowerPoint

• Ability to learn new software systems as needed

• Ability to use tact and discretion when dealing with a variety of issues

• Ability to ensure compliance

Preferred Qualifications

• Education: Associate’s Degree
• Experience: Certified Professional Secretary/Administrator
• Knowledge, Skills, Abilities:

• Knowledge of Banner and Nolij Systems

• Knowledge of The University of Tennessee divisions, colleges, campus, etc.

Work Location

• Location: Knoxville, TN
• Onsite with option of Hybrid

Compensation and Benefits

• UT market range: MR5
• Anticipated hiring range: $39,000-$43,000
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions

To express interest, please submit an application with the noted below attachments. To be assured of full consideration, completed applications with all requested materials should be submitted.

• Resume
• Cover Letter
• List of 3 Professional References

About The College/Department/Division

The Department of Counseling, Human Development, and Family Science (CHDFS) promotes optimal development and holistic well-being across the lifespan through research and practice that honor the complexities of individuals, families, and communities. With guidance and support from our dedicated faculty and staff, our graduates pursue careers in family and human services, education, professional counseling, and counselor education.