Administrative Specialist, Division of Student Life - UTK

The Administrative Specialist II position serves as the primary administrative support for the Associate Vice Chancellor for Student Life and the Assistant Vice Chancellor for Health and Wellness. This position will also serve as the secondary administrative support for the Vice Chancellor for Student Life. 

Job Description 

The Administrative Specialist II position serves as the primary administrative support for the Associate Vice Chancellor for Student Life and the Assistant Vice Chancellor for Health and Wellness. This position will also serve as the secondary administrative support for the Vice Chancellor for Student Life. 

• Triage calls and provide direct assistance to internal and external stakeholders
• Route calls to appropriate personnel and/or departments when necessary
• Provide verbal and written responses to inquiries and/or concerns 
• Prepare agendas, correspondences, reports, and other documents on behalf of the Associate and Assistant Vice Chancellors 
• Record, prepare, and distribute meeting minutes as directed 
• Serve as secondary administrator for the Division of Student Life email account
• Collaboratively recruit, select, train, and provide direction to front desk student staff 
• Establish work schedules to provide front desk coverage during standard business hours
• Monitor student staff attendance and performance 
• Ensure professionalism and delivery of customer service for staff and/or visitors to the Office of the Vice Chancellor and the Office of the Vice Chancellor for Research
• Manage reservation process for shared conference room
• Maintain inventory and replenish office supplies and resources for the Office of the Vice Chancellor suite and shared spaces with the Office of the Vice Chancellor for Research
• Maintain calendar and compile all relevant documents related to meetings for the Associate and Assistant Vice Chancellors
• Prepare and submit travel requests and travel expense reimbursements for the Associate and Assistant Vice Chancellors
• Manage candidate travel and lodging for staff searches
• Serve as secondary administrator of Vice Chancellor for Student Life calendar
• Maintain hard copy and electronic files and records
• Make purchases, process payments, and maintain financial records for office supplies, equipment, and marketing materials
• Provide administrative support for staff searches including review of candidate requisitions, create interview itineraries, and coordinate campus visits
• Provide administrative support for direct reports of Associate and Assistant Vice Chancellors as needed
• Search and compile student information using university systems 
• Research peer and aspirant institutional policies, procedures, initiatives, and requested information on behalf of the Assistant and Associate Vice Chancellors
• Serve as backup for the Assistant to the Vice Chancellor as needed
• Serve on various committees, including but not limited to the Student Life Staff Engagement and Development Committee 
• Assist in the planning and execution of signature events for the Division of Student Life as needed
• Perform additional related duties as required

Required Qualifications

• Education: High School Diploma
• Experience: 3 years of administrative support experience
• Knowledge, Skills, Abilities: Strong word processing skills; Ability to effectively manage computer email and attachments; Skills managing databases and spreadsheets; Strong interpersonal, verbal, and written communication skills; Ability to handle multiple tasks simultaneously; Ability to handle and maintain confidential information and exercise discretion and sound judgment.

 

Preferred Qualifications

• Education: Bachelor’s Degree
• Experience: 5 years of administrative support experience with at least 1 year of experience in a higher education administrative office and at least 1 year of experience in high-level administrative office; Certified Administrative Professional (CAP) certification.
• Knowledge, Skills, Abilities: Knowledge of organization and functions of the Division of Student Life; Knowledge of University functional areas outside of the Division; Ability