UTSI Administrative Associate

This position provides high-functioning administrative support to the UTSI Executive Director and other members of the senior staff. Responsibilities include assistance in meeting scheduling and calendar management, completion of travel arrangements for senior staff and distinguished visitors, and coordination of interactions of the various functional units of the Space Institute with the Executive Office. The position holder must exercise leadership, excellent judgment, maintain confidentiality, represent the Executive Director and senior staff in a positive and professional manner, and work collaboratively with other University employees. Provides advice to senior leadership regarding administrative functions based on subject matter expertise.

Manage Executive Director and Associate Director day-to-day schedules and agenda. 

• Complete travel arrangements for the Director, and applicable guest travelers including preparation of related travel and entertainment expense/petty cash reimbursements. - Advise the director of time-sensitive issues to ensure follow-up. 
• Attend and record notes for Sr. Executive Staff Meetings. 
• Attend meetings as a representative of the Executive Director office. 
• Maintain situational awareness of UTSI employee engagement and emerging issues in other departments within UTSI and UTK. 
• Assess and prioritizes office operations and procedures for the Office of the Executive Director. 
• This position must effectively manage and deal with high stress that may involve decisions regarding students, staff, and faculty.

 

• Organize special events hosted by UTSI Senior Leadership such as VIP Tours and Meetings 
• UT President, UT Vice Chancellor, TN State Representatives, stakeholders, etc. This involves coordinating with all participants, creating an agenda, ordering refreshments and/or lunch, choosing an appropriate meeting location, and coordinating with IT department for equipment ready meeting area. 
• Coordinates quarterly department reviews 
• Coordinates faculty meetings

Financial Responsibilities 

• Budget Analysis for the Executive Director and Associates general office accounts. 
• Authorize purchase of supplies on behalf of the Executive Director and Associate Executive Director by verifying funds available in accounts and follow all UT policies regarding the purchases by the department. 
• Handle all procurement card usage for ordering items and keeping up with inventory. Use procurement card for office supplies, conference fees, and certain items for special events.

Educational Program Liaison 

• Serve as coordinator, secretary and record keeper for Fellowship/Scholarship Committee. 
• Coordinate with the Human Resources Department on adjunct faculty pay letters and certification.
• Provide direction to ISE-EM students regarding program requirements, policies, and course registration.

Required:

• Associate's degree or high school diploma and five years of relevant work experience preferably with some experience at the administrative level.
• Knowledge of Microsoft office products and IRIS. 
• Organizational skills, prioritizing work activities. 
• Ability to establish and maintain effective working relationships. Strong oral and written communication skills. Ability to problem solve, take the lead, stay neutral, and make sound decisions.

Preferred:

• Bachelor's Degree with 2-5 years of relevant work experience preferably with some experience at the administrative level.

 

Why Join UTSI?

• Be part of a supportive and service-driven team that helps nourish and serve the campus community.
• Enjoy competitive pay, comprehensive benefits, and the opportunity to support on- campus events and daily dining operations.
• Work in a collegial environment at one of Tennessee’s premier public research institutions.

Apply today and help make every dining experience at UTSI a great one!

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. 

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