Administrative Specialist – College of Communication and Information - Knoxville, United States - University of Tennessee

Description

Description

Administrative Specialist – College of Communication and Information

Full-Time, Non-exempt, Hourly, MR06

The University of Tennessee, Knoxville invites applications for an Administrative Associate in the College of Communication and Information.

Application Process: Interested individuals should apply by November 12, 2023 for full consideration.

Screening of applicants will begin immediately and will continue until the position has been filled. Applicants must provide a resume, cover letter, and a minimum of three references. Applications must be submitted online.

The Position: The Administrative Specialist has full responsibility for completing tasks that are varied in nature and are prioritized based on the objectives and goals of the Tombras School of Advertising and Public Relations in the College of Communication and Information under the leadership of the school's Director. Primary responsibilities of this role include supervising the main office, executing financial transactions, monitoring departmental operating budgets, providing administrative support to the Director, and coordinating school-level events.

Qualifications

The Administrative Specialist is expected to:

· Manage, monitor, and execute financial transactions in IRIS including invoices and reimbursements.

· Maintain departmental budget for operating expenses, restricted accounts, and scholarships.

· Prepare and submit travel authorizations and expense reports in Concur for faculty, staff, students, and visitors.

· Prepare ledgers for reconciliation, tracking all monthly expenditures.

· Manage departmental procurement card, reconciling monthly.

· Coordinate with CCI Office of Finance & Administration on creation of university contracts, including dual service agreements.

· Track departmental undergraduate and graduate scholarships, requesting award processing through the CCI Office of Finance and Administration.

· Maintain knowledge of current UT fiscal policies to ensure compliance.

· Provide front-line customer service, greet visitors, answer phones, respond to email inquiries, and distribute mail.

· Serve as resource and advisor for department leadership through participation in departmental planning and development meetings to support the mission of the department.

· Compile and prepare payroll reports for monthly ledger reconciliation.

· Maintain office supply inventory.

· Maintain reports, documentation, and operational or procedural manuals for internal use and accreditation surveys.

· Create, update, and submit communication materials for review, acting independently and with minimal direction from supervisor.

· Track and compile data; research and prepare reports.

· Interact with supply and service vendors and serve as point of contact for space, equipment, or facility issues.

· Coordinate with other departments in response to technical needs or to resolve problems.

· Serve as a liaison with students, College administration, external constituents, & vendors to accomplish goals of the department and resolve problems.

· Work with confidential and time-sensitive materials including student data and employee payroll reports.

· Serve the Director as needed in various administrative tasks.

· Record and distribute minutes for faculty meetings and other school meetings as needed.

· Advise director on various university policies.

· Advise and assist with financial planning and control.

· Assist in preparation of statistical reports and other materials.

· Maintain director's calendar, scheduling meetings when requested.

· Welcome and host visitors to the school.

· Assist in managing various departmental email accounts.

· Coordinate class timetable each semester.

· Coordinate and/or collaborate with ADPR staff and faculty on various school-level events.

· Identify and reserve venues, secure catering, and coordinate volunteers.

· Manage events in progress.

· Coordinate ADPR Advisory board fall and spring meetings.

· Coordinate annual School trip including student engagement, activities, itineraries, lodging, transportation, and chaperones.

· Collaborate with Communications Specialist and CCI Communications & Marketing Team on advertising for print and digital signs, banners, and programs.

· Submit requests for various HR transactions to the CCI Office of Finance and Administration, including personnel changes, terminations, additional payments, etc.

· Prepare and issue memos regarding additional payments related to instruction of courses each semester.

· Coordinate administrative aspects of position searches for faculty hiring process (tenure-track/non-tenure track), such as creation of Interfolio job posting and preparation of Request for Faculty Appointment forms.

· Other duties as assigned.

To be successful in this role, candidates are required to possess:

· High school diploma or equivalent.

· Minimum of 1-2 years of experience with general office duties or extensive customer service. An undergraduate degree in no specific field can be substituted for 1 year of experience.

· Experience working with computer systems or enterprise resource planning systems.

· Ability to gain proficiency in new processes and procedures in a timely manner.

· Knowledge of Microsoft Office products.

· Ability to adapt to new computer systems.

· Strong quantitative or analytical skills.

· Ability to format long documents and reports.

· Ability to maintain confidentiality.

Our ideal candidate has:

· Bachelor's degree.

· 4 or more years of administrative experience.

· Experience with project management, IRIS, and Concur.

· Experience working in an academic or higher education setting.

· Experience with various UT computer systems.

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

The College: CCI is part of a Land Grant Institution embedded in communities to make those communities a better place. Our alumni, students, faculty, and staff strive to positively impact the lives of people in our state through our teaching, scholarship, creative work, and through our engagement and service. CCI as a college is well poised to deliver upon all of those areas to become the most nationally distinctive but locally relevant College of Communication and Information in the country.

Job
Other Admin Asst/Secr/Clerical
Primary Location
US-Tennessee-knoxville
Organization
Advertising/Public Relations
Schedule
Full-time
Campus/Institute Knoxville
Job Posting
Oct 30, 2023, 4:06:50 PM

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