Administrative Specialist, VC for Research

The Administrative Specialist to the Vice Chancellor for Research provides high-level administrative and organizational support to ensure the efficient operation of the Office of Research, serves as a liaison between the Vice Chancellor and internal/external stakeholders, and supports the daily functions of the office.

 

• Provides high-level administrative support to the Vice Chancellor for Research (VCR), including email and calendar management, meeting coordination, travel arrangements, and correspondence
• Serves as the primary point of contact for the Office of the Vice Chancellor for Research, managing office communications and inquiries
• Serves as the liaison between the VCR and other Offices at UTC and UT System
• Serves as liaison to external partners and stakeholders
• Drafts, edits, and proofreads emails and memos on behalf of the VCR
• Maintains confidentiality and discretion in handling all matters, including sensitive and confidential information
• Tracks timelines and deliverables for strategic initiatives and special projects led by the VCR
• Assists with the planning and execution of research-related events, workshops, site visits, and conferences
• Prepares briefing materials and agendas for meetings and events
• Organizes and maintains office systems, databases, and filing systems (digital and physical)
• Leads admin associates from units in the VCR Office to maintain a high level of efficiency in all support functions for unit leaders, and overall operational excellence of the Office of the VCR
• Ensures compliance with institutional policies, procedures, and deadlines
• Assists in preparing documentation required for audits or internal reviews
• Supervises a work study student as assigned

 

The ideal candidate will possess the following:

• Advanced technical and computer skills to support administrative functions including MS Office Suite, database skills, electronic calendar management, various video conferencing applications such as Zoom/Teams
• Ability to prioritize tasks, work independently, and attention to detail while maintaining awareness of the larger context
• Ability to provide high quality customer service and to operate with discretion and courtesy
• Strong communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing
• Ability to maintain a high level of confidentiality
• Strong communication and interpersonal skills to communicate effectively with staff, other departments, and stakeholders
• Knowledge of internal systems is preferred but not required
• Knowledge of practices and procedures associated with higher education

 

 

The review of applications will begin July 14, 2025, and will continue until the position is filled. 

 

 

Minimum: Requires a high school diploma and five years of relevant administrative experience, or an equivalent combination of education, training, and experience.

 

Preferred:  An associate or bachelor’s degree with 2 years of administrative experience in  a higher education institution is preferred.