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 manage