Administrative Specialist – Division of Student Life, Leadership and Engagement Team - UTK

The Administrative Specialist serves as the central administrative and operational resource for the Jones Center for Leadership and Service, the Office of Sorority and Fraternity Life, and the Student Union, ensuring the efficient day-to-day operations of three highly visible departments within the Division of Student Life. This position provides comprehensive administrative support by serving as the primary point of contact for visitors, managing shared communication channels, coordinating office operations, and facilitating business processes related to purchasing, travel, facilities, technology, and financial documentation. The Administrative Specialist coordinates office logistics including space reservations, building access, maintenance requests, supply and equipment management, onboarding support, search coordination, and meeting and event logistics while maintaining exceptional customer service for students, faculty, staff, alumni, and community partners. Working collaboratively with departmental leadership and Student Life Finance and Administration, this role helps ensure operational continuity by coordinating administrative processes, maintaining accurate records, supporting compliance with university policies, and proactively identifying operational needs across the three departments. In addition, the Administrative Specialist contributes to special projects and departmental initiatives and serves as the primary backup to the Administrative Specialist supporting the Assistant Vice Chancellor for Leadership and Engagement, helping ensure seamless administrative support across the Leadership and Engagement portfolio.

ADMINISTRATIVE SUPPORT

• Answer phones and respond to inquiries from students, families, faculty, staff, alumni, and community members
• Support daily front-office operations across the three units
• Manage shared office email accounts and departmental inquiry systems, including student help requests related to student athletic ticketing
• Welcome visitors and provide customer service support
• Coordinate office access requests, key requests, and building access processes
• Maintain office records, filing systems, and administrative procedures
• Coordinate catering orders and meeting logistics
• Maintain inventory of office and event supplies
• Assist with onboarding processes for new staff
• Coordinate business cards, name badges, and departmental materials
• Support special projects and initiatives assigned by departmental leadership
• Provide backup support to the Administrative Specialist for the Assistant Vice Chancellor for Leadership & Engagement during absences or peak times

FINANCIAL AND BUSINESS OPERATIONS

• Serve as procurement card holder and manage purchasing transactions
• Order office supplies, program materials, event supplies, and equipment through Marketplace and approved vendors
• Track procurement card and travel card expenses and collect required documentation
• Collect necessary documentation for  invoices, reimbursements, registrations, and related financial transactions and forward to Student Life Finance and Administration for processing

FACILTIES, TECHNOLOGY, AND SPACE COORDINATION

• Submit and monitor facilities maintenance requests
• Coordinate office moves, furniture requests, and space improvements
• Manage copier maintenance, toner replacement, paper inventory, and printing requests
• Coordinate phone, computer, and technology requests
• Maintain departmental technology and equipment inventories
• Review and approve designated 25Live space requests within established guidelines
• Coordinate room reservations and space scheduling

TRAVEL AND POSITION SEARCH PROCESS SUPPORT 

• Coordinate travel arrangements and travel reimbursements for staff
• Manage conference registrations and lodging arrangements
• Coordinate interview schedules, candidate travel, itineraries, and search logistics for position search processes

Required Qualifications

• Education: High school diploma or GED
• Experience: 2 years of administrative support experience (bachelor’s degree can be substituted for experience)

• Knowledge, Skills, Abilities: 

  • Strong organizational skills with the ability to manage multiple reservations and deadlines simultaneously

  • Excellent written and verbal communication skills for effective coordination with diverse campus constituents  

  • Customer service-oriented mindset with a professional, welcoming demeanor.  

  • Ability to work independently and exercise sound judgment in a fast-paced event environment 

  • Ability to organize and