Administrative Coordinator I, Capital Projects - UT System Administration

This position is responsible for coordinating and conducting the administrative and clerical activities for Design and Construction, the Department of Capital Projects, whose mission is to manage the Capital Improvements Program for the University of Tennessee System. The position develops, implements, and maintains department operating and functional procedures for matters of administration and communication. The position facilitates department communications as the department director's administrative assistant and is a key point of contact internally for University/Campus/Institute management and planning and externally for state entities and contracted design and construction firms located throughout the state.

Specific duties and responsibilities include, but are not limited to, the following:

Coordinate Department Administrative Processes and Maintain DASH Info-

• Provide process training and technical guidance to staff and advise department management
• Coordinate and implement administrative support systems
• Vehicle preventative maintenance and service
• Travel arrangements, approvals, and reimbursement
• Assisting project managers with HR files and processes for address changes, FML, sick leave bank, leave without pay, or any other HR processes
• Maintain Office Phone communication

Maintain Project Information Relating to SBC-

• Maintain digital records and assist in the creation and maintenance of department files
• Assisting Capital Budget Process Coordinator and Capital Projects Procurement & Contract Administrator by maintaining current Capital Projects information/status based on project manager input and SBC actions

Coordinate Director's and Other's Schedule and Events-

• Arrange and maintain director's calendar/schedule
• Schedule meetings/conferences associated with the Capital Projects:
  • University/institute/campus administrators
  • State government officials
  • Private sector companies and citizens
  • Schedule department staff meetings
  • Schedule and assist with the director's project manager meetings
  • Assist project managers with any correspondence with any designers or construction companies
  • Assist financial operations as needed

Assist with Designer/Construction reviews-

• Process and maintain 360 Evaluations

Prepare Capital Project Correspondence and Approval Documents-

• Handle data system storage of project approval forms and update from SBC actions
• Prepare or oversee preparation of division-level letters and assist with writing and editing
• Prepare substantial completion documents for signature, recording, and storage
• Record, and send signed Cost Proposals to design teams
• Other duties as required

A high school diploma or equivalent is required. A minimum of five (5) years of administrative experience with three years of experience working directly with the head of a department or division.

Additional skills, experiences, and qualifications include:

• Communication, grammar, writing, and editing skills
• Knowledge of Microsoft Excel/Word/Access, and Adobe
• Organizational and interpersonal skills
• Ability to work independently
• Knowledge of UT and Tennessee capital project processes
• Ability to prioritize own work tasks
• Ability to effectively coordinate and execute multiple integrated administrative and capital budget processes
• Ability to interact with professional level personnel both within and outside of the department

Preferred Qualifications:

Associates degree or Bachelors degree and experience providing familiarity with capital project budgeting, design and construction.

Application Process 
For full consideration, applications should be accompanied by a letter of interest, a resume, and three professional references. Review of applications will begin immediately.      

Benefits and Compensation
Compensation for the position will be competitive and commensurate with qualifications and experience within the market range.  

The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee’s benefits, visit https://hr.tennessee.edu/benefits/ 

The University of Tennessee System is the state’s oldest higher education institution and preeminent public university. The UT