Administrative Specialist, Center of Excellence & Innovation in Education

Administrative Specialist (Administrative Associate 2 – MR05) 
Center of Excellence & Innovation in Education
University of Tennessee at Chattanooga

The Administrative Specialist coordinates and directs the general administration of UTC’s Center for Excellence and Innovation in Education (CEIE). This position is responsible for departmental administrative responsibilities and reports directly to the Director.  The Administrative Specialist maintains all departmental records, including payroll, inventory, etc. This position functions as the payroll coordinator for the Department which includes reviewing and/or preparing and submitting the payroll. The Administrative Specialist is also responsible for supervising work-study students.

Duties and Responsibilities: 
Maintains and generates monthly department budget and expenditure reports; functions as the purchasing agent for the Department; reviews and/or prepares contracts to ensure compliance with the fiscal policies of the University and the State of Tennessee; maintains and generates monthly Procurement Card reconciliations; ensures that the annual inventory for equipment is completed; ensures that the School Computer Refresh List is updated and submitted as requested.

Compiles a variety of narrative and statistical reports, locating sources of information, devising forms needed to secure data; determines proper format for finished reports; provides ongoing clerical and technical assistance including data entry; provides administrative support for the Director, Program Directors, Faculty, and Adjuncts.

Schedules meetings (both on-campus and virtual) and logistics (room reservations, catering, parking, etc.) related to numerous activities and events both on campus and in the larger community; assists with travel arrangements and itineraries for the Director, Faculty, and Staff as needed. This includes back up management of airline flight tickets, hotel arrangements, and document submission into the University accounting systems for reimbursements; manages confidential material, which includes personnel files; coordinates facilities and other infrastructure processes for the Center; supports faculty/Staff through ordering materials, and other related requested information as needed.

Maintains all Department budgetary records and uses the University accounting system to monitor budgets, track payments, research payment history, and rectify errors, and assist with preparing annual budget requests; prepares all budget processes which include T-4’s, Transfer Vouchers, Travel documents and Facility receipts; serves on Search Committees as Hiring Administrator; maintains and submits annual RTR Folders as required.

Serves as initial point of contact for the Center within UTC and the larger community and responds to questions and concerns from students, staff and faculty, and community organizations.

The ideal candidate will possess the following: 
•    A high level of communication, interpersonal, computer and analytical abilities  
•    Basic computer skills with additional training to complete
•    Strong organizational and process skills
•    Ability to work well under pressure and meet deadlines
•    Ability to prepare professional memos, reports, and other types of professional correspondence
•    Ability to deal sensitively and professionally with students, faculty, and staff, presenting various needs and concerns

Review of applications will begin December 18, 2024 and continue until the position is filled. Applications received by this date will receive priority consideration.

Minimum qualifications: High school diploma or GED and 2-3 years of office experience.

Preferred qualifications: Bachelor’s degree and 1-2 years of higher education experience.

The University of Tennessee Chattanooga is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution. All qualified applicants will receive equal consideration for employment and will not be discriminated against on the basis of race, color, national origin, religion, sex, pregnancy, marital sta