Executive Administrative Assistant: College of Emerging and Collaborative Studies - UTK

The College of Emerging and Collaborative Studies (CECS) at the University of Tennessee, Knoxville (UTK) invites applications for an executive administrative assistant to begin as soon as possible. This position will provide administrative and clerical support to the Vice Provost and Dean of CECS. Additionally, it will plan and provide support for events, travel, and assist with financial, HR, and operational business activities as needed. This position will work closely with the Vice Provost and Dean of CECS and CECS Staff to perform daily administrative functions. 

Administrative and Clerical Support to the Vice Provost/Dean of CECS:

• Administrative and Clerical Support to the Vice Provost/Dean of CECS
• Manages Vice Provost/Dean's calendar. Acts as point of contact for scheduling Vice Provost/Dean
• Provides meeting support for VP/Dean by scheduling meetings, reserving meeting rooms, or setting up Zoom/conference calls, preparing agendas, communicating with attendees, attending and taking notes, providing follow-up administrative support, and keeps track of all action items
• Provides administrative support for VP/Dean by performing research to seek, gather, and compile requested data and information; preparing documents; drafting, preparing and sending communications (letters, memos, emails); maintains, creates, and updates official files, documentation, lists and websites; creates forms; and general administrative support
• Provides support for VP/Dean committees and advisory groups. Maintains lists and rosters, prepares documents, schedules meetings, and performs project work
• Initiates and drafts correspondence on behalf of the VP/Dean
• Assist the VP/Dean with critical documents, procedures, and website updates, as needed
• Supports generation of annual reports, MOUs, and other similar documents
• Maintains records of VP/Dean meetings, annual calendar, shared folders and their membership
• Organize and coordinate VP/Dean search committees and interview processes on behalf of the VP/Dean
• Proactively monitors deadlines and time-sensitive operations for the VP/Dean
• Send special announcements, emails on behalf of the VP/Dean
• Creates and maintains reservations for CECS spaces
• Responsible for all food orders for VP/Dean meetings

Travel and Financial Transactions

• Act as travel subject matter expert and assist CECS faculty and staff with entering and processing travel
• Supports CECS fiscal information office as needed with financial transactions – accounts payables and receivables, miscellaneous reimbursements, and processing invoices
• Has understanding of University fiscal policies and procedures

College Administrative Support

• Supports CECS Staff with various office tasks, such as scheduling
• Provides logistical support for CECS events, including using technology, sending communications and invitations, and managing RSVPs
• Provides event assistance during pre-event setup, event day, and on-site as well as graduation assistance
• Provides event support for CECS and has the availability to attend after hours and/or weekend events as needed (will be compensated)

Other

• Manages faculty and student awards processes for CECS by drafting and sending communications to call for nominations, working to increase the number of nominations, receiving and compiling nominations, organizing committees to review nominations, and providing committee and admin support throughout the process
• Provides administrative management on various projects in support of the VP/Dean of CECS for student outreach, recruitment, and retention activities, as well as internal and external partnership engagement events and programs

Required Qualifications and Experience: 

• High School Diploma and 3 years of administrative office experience
• Superior-level customer service experience required
• Excellent and effective oral and written communication to various audiences
• Microsoft Office skills (Outlook, Excel, Word, PowerPoint, SharePoint, etc.)
• High attention to detail
• Ability to organize work, multi-task, and manage deadlines
• Ability to maintain confidentiality

Desired Qualifications and Experience: 

• Bachelor's or Master’s degree and 5 or more years of administrative office experience
• CAP certified (Certified Administrative Professional)
• 2 years of experience providing executive level support
• Experience with Higher Education practices and UT policies and procedures
• Experience with existing campus platforms: DASH, Canvas, Interfolio, Banner, etc.

To Apply

In order to be considered for candidacy, please inclu