Executive Assistant- SWORPS Technology and Development Department- UTK

Reporting directly to the Director of Technology and Development this position performs complex duties and assignments independently and serves as a primary liaison between the T&D Director's office and the other divisions of SWORPS, administrative units within SWORPS, and the CSW. The Executive Assistant organizes and executes certain types of activities and communications that enhance the T&D Director’s engagement with internal and external stakeholders. This position will periodically provide support to the unit managers on related tasks. Tasks may include processing reports, establishing and maintaining Excel databases, handling travel and logistical requests, taking notes, maintaining schedules and calendars, assisting with purchases, event planning, greeting visitors, answering phones and making referrals. This position is highly collaborative. This position requires the ability to independently function, including making decisions and researching solutions. This is a hybrid position. Candidates will need to be in the Knoxville office on occasions, and should be located or willing to locate within travel distance to the office.

Administrative Support for the T&D Director's office:

• Anticipates, initiates and coordinates administrative issues on behalf of the Director, including managing their day-to-day schedule and agendas.
• Initiates correspondence on behalf of the T&D Director to various constituents both internal and external to the University.
• Communicates regularly with the SWORPS leaders, along with the PIs and external stakeholders.
• Processes Director correspondence, including responding to invitations, meeting deadlines, preparing responses, etc.
• Maintain contact data and staff records for the IT/Dev Unit.
• Maintain a list of products and projects, including descriptions
• Manage calendars in coordination with other staff
• Prepare and maintain departmental reports and presentations for sharing with internal and external partners
• Assist in the creation of , updating and maintaining of division policies and procedures in a designated location (Sharepoint, Basecamp, etc.)
• Managing various Unit email accounts.
• Provide front-line customer service, greet visitors, answer phones, respond to email inquiries, and distribute mail.
• Provide support and analysis for budget creation, tracking and resource management

General Division Support

• Create and maintain project timelines, collect metrics, previous experience in a technical environment
• Prepares agendas and takes meeting minutes including distributing minutes to required parties and storage and maintenance of official meeting minute records.
• Coordinates staff meeting/events for the division including zoom/Team meetings, room reservations, distribution of agendas, arranging meals, snacks, and drinks if applicable.
• Leads the team responsible for the division staff retreat
• Coordinate and book travel for T&D Director and other division staff.
• Process unit mailing and provide shipping support
• Prepare Quotes and Cost Estimates for Projects and Materials
• Draft Unit emails and handle intra-agency communications, including tracking responses and follow-up
• Update and maintain status on hiring positions as contractual needs change, including follow-up with hiring managers, CSW, and external agencies
• Orders and Maintains supplies division including budget management and inventory control of supplies and reconciles procurement card purchases.

Required Qualifications

• Education: High School Diploma or GED
• Experience: 5 or more years direct experience in an office environment with demonstrated customer service skills
• Knowledge, Skills, Abilities:
• Skills in using Microsoft office products, including intermediate skills in PowerPoint and Excel, and Adobe products.
• Excellent verbal and written communication skills
• Ability to interact, collaborate, and facilitate with internal and external clients
• Knowledge of scheduling, calendars, and planning events
• Ability to learn and apply new software quickly
• Ability to maintain confidentiality in communications
• Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment visa status.

Preferred Qualifications

• Education: Bachelor’s Degree
• Experience: 3 or more years direct experience in a technical office environment. Grant writing and tracking experience.
• Knowledge, Skills, Abilities:
• Project management tools (e.g. Smartsheet), Agile methodology, Jira and/or Confluence
• Proven skills in Microsoft Excel
• Proofreading and editing skills
• Ability to book travel and plan large events

Work Location

• Location: Requires reporting in person to UT Conference Center in Knoxville, TN. There is the option of hybrid work a couple of days a week once training is completed.

Compensation and Benefits

• UT market range: MR 06
• Anticipated hiring range: Mid-point to 75% of range
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions

Applications will be reviewed as received and interviews can begin as soon as 7 days from posting.

Interested individuals should provide the following:

• Resume
• Cover Letter
• List of 3 Professional References

About The College/Department/Division

The Social Work Office of Research and Public Service (SWORPS) is an applied research center of the University of Tennessee College of Social Work (CSW). We are a dynamic and close-knit interdisciplinary team of individuals with a shared vision of thriving communities with equitable outcomes for all. We do that by building partnerships that leverage research, technology, and human connection to improve lives in Tennessee and beyond.

Over the past fifty years, SWORPS has worked with local nonprofits such as the United Way of Greater Knoxville, University of Tennessee departments and faculty researchers, state agencies such as the Tennessee Department of Human Services, and federal agencies like the Department of Housing and Urban Development. Our annual portfolio consists of 25-40 sponsored projects spanning a wealth of different content areas, but one common thread -each project contributes one more building block for thriving communities with equitable outcomes for all.

Learn more about SWORPS and some of our programs and resources by visiting our webpage: https://www.sworps.tennessee.edu/

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee’s flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as “Best Employer for New Graduates,” “One of America’s Best Large Employers,” and “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine.

Apply today and join the Tennessee Volunteer community!