Assistant to the Vice Chancellor - Division of Access and Engagement -UTK

The Assistant to the Vice Chancellor will report to the Vice Chancellor of Division of Access and Engagement (VC-DAE). This position is a highly skilled, detail-oriented, and customer-focused Administrative Assistant who provides senior-level support to the Vice Chancellor. This position is critical to the effective operation of the Vice Chancellor’s office and requires exceptional judgment, discretion, organizational ability, and professionalism. The position requires a proactive problem solver who thrives in a fast-paced environment. This professional manages the Vice Chancellor's complex schedule (including travel), schedules and plans, meetings, and events. They should also be able to create, prepare, and edit communications. Financially, they will make purchases, processes payments, and maintain financial records associated with those transactions. This person may provide direction to other administrative staff as needed.

The Assistant to the Vice Chancellor provides high-level executive, administrative, financial, and operational support to the Vice Chancellor for the Division of Access and Engagement. This position manages complex scheduling, travel coordination, meeting and event logistics, correspondence, records, purchasing, payment processing, and divisional resources while ensuring accuracy and timely follow-through. The role serves as a key liaison between the Vice Chancellor’s office and internal and external stakeholders, supporting effective communication, preparing materials, and anticipating needs to help advance divisional priorities in a fast-paced, highly visible environment.

Executive Level Support (70%)

- Provides executive-level administrative support to the Vice Chancellor, including independently resolving issues, anticipating needs, proactively solving problems, and advising on sensitive or complex matters.

- Serves as a trusted partner to the Vice Chancellor ensuring priorities are managed efficiently and effectively.

- Coordinates itineraries and develops agendas for the Vice Chancellor

- Schedules, coordinates, and supports high-level meetings, including preparing materials, recording minutes, and ensuring timely follow-up.

- Communicates strategically and professionally on behalf of the Vice Chancellor with campus leaders, faculty, staff, students, and external stakeholders.

- Make purchases, submit payments for processing, and maintain financial records for the VC-DAE.

- Manages Vice Chancellor's complex calendar scheduling.

- Recommends agenda items, prepares meeting materials, and records minutes for meetings.

- Manages travel arrangements and processes reimbursement documents.

- Prepares confidential documents and maintains confidential files.

- Drafts, reviews, and edits correspondence, reports, records, and presentations.

- Performs research and checks facts.

- Screens calls, mail, and emails to determine priority.

- Maintains VCAE email account.

- Creates and maintains resources on the division's Microsoft Team/SharePoint site.

- Develops, implements, and maintains division operating policies and procedures handbook.

- Collects and prepares documents for approval.

- Perform background research for the VC-DAE as needed.

Event and Meeting Coordination (15%)

- Support Divisional all-staff meetings, ensuring seamless execution of presentations, space reservations, meeting logistics, and material preparation.

- Assist in the preparation of materials for the Chancellor's Cabinet meetings, Senior Leadership Team meetings, and other high-level events.

Liaison and Communication (15%)

- Act as the administrative liaison and point person between the VCAE's office and internal and external partners, maintaining online resources with professionalism and confidentiality.

- Update and maintain online resources, including intranet pages, to ensure accessibility and accuracy.

Required Qualifications

• Education:

  • High School Diploma or GED

• Experience:

  • Six years of experience providing assistance to an

    executive or senior level position.

• Knowledge, Skills, Abilities:

  • Technical skills to use DASH, Microsoft products (Outlook, One Drive, Word, Excel, PowerPoint, SharePoint, Publisher, etc.), Adobe Acrobat Pro, and Internet browsers.

  • Ability to learn new technology, systems, and procedures.

  • Written, oral, and interpersonal communication skills.

  • Time management, organization, and customer service skills.