Administrative Assistant: Office of the Dean, HCB - UTK

The Haslam College of Business (HCB) at the University of Tennessee, Knoxville, invites applications for an Administrative Assistant (Non-Exempt, Full Time) to join our college’s leadership team. This position serves as an Administrative and Technical Assistant whose primary role is to support the Assistant Dean of Strategy, Operations, and Planning as well as assist in representing Haslam to national and global leaders in business and industry. The position performs a wide range of administrative duties, is directly responsible for managing and prioritizing their supervisor's time and calendar of events, manages email inboxes, will be granted authority to make certain decisions on the supervisor's behalf, and aids in the production of the HCB podcast.  The position is expected to understand, execute, and express thought leadership on behalf of the college targeting a broad range of stakeholders, both internal to HCB/UTK and external to a public audience of prestigious business leaders.

Administrative Assistant Support

• Administer email inboxes to select priority and follow-up, drafting responses as needed

• Coordinate and manage appointments for supervisor, including but not limited to maintaining calendar, meeting requests, and speaking engagements

• Act as primary liaison for supervisor by managing communications, establishing priorities of competing matters, anticipating supervisor's needs among given priorities and acting/advising accordingly, and attending meetings on behalf of supervisor, as needed 

• Prepares correspondence, documents, reports, or other materials for leadership and stakeholders; Drafts correspondence and/or documentation on behalf of department leadership for review

• Provide administrative and technical support such as printing, organizing, transcribing, etc.

• Coordinates and works collaboratively with other departments and support units in HCB for effective department operations

• Informs department leadership of potentially controversial matters or other key issues, using discretion and maintaining confidentiality

• Provides superior and consistent customer service to internal and external stakeholders

• Research, analyzes, and resolves issues within general guidelines established by department leadership, HCB Financial Information Office (FIO), and/or campus fiscal policy

Logistical and Facilities Support

• Schedules and organizes department meetings and events, adhering to all relevant fiscal policies

• Provides logistical support/coordination for effective planning and execution of meetings and events

• Prepares materials or supplies for meetings and events

• Interacts with supply vendors and serves as point of contact for department space, equipment, or facility issues

• Assists with department technology and AV needs, determining when to coordinate with TIS/OIT 

• Reserves meetings in applicable campus events system

• Coordinates and books travel plans for department faculty and staff; submits and reconciles travel expenses

Production Assistant

• Support production of the HCB podcast to amplify the voice of the college to its global audience

• Contribute to pre-interview preparation for the host

• Research guests and companies to assist in script preparation for the host

• Stay current on business news for trends and guest ideas

• Occasional travel to record podcast episodes

Required Qualifications

Education: High School diploma or GED

Experience: Minimum of 2 years of relevant, progressively responsible experience in professional office setting. Supporting senior level personnel in a business environment

Knowledge, Skills, Abilities: 

• Excellent organizational and communication skills

• Ability to communicate effectively and professionally with internal and external constituents

• Demonstrated proficiency of Microsoft Office suite

• Skilled in computer usage (Mac & PC)

• Strong time and task management skills

• Possess effective critical thinking skills

• Demonstrate Vol spirit and energy

• Comfortable in fast-paced environments

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-based visa status.

Preferred Qualifications

• Education: Bachelor’s degree in business, Marketing, PR, Journalism, or a related field
• Experience: 1-3 years of marketing and/or podcast experience
• Knowledge, Skills, Abilities: Independent and analytical decision making