Administrative Specialist, Applied Leadership and Learning, College of Health, Education and Professional Studies

1 week ago

Chattanooga, United States University of Tennessee System Full time

Administrative Specialist (Administrative Associate 3 - MR06)

Applied Leadership and Learning, College of Health, Education and Professional Studies

University of Tennessee at Chattanooga

The Administrative Specialist coordinates and directs the general administration of UTC's Applied Leadership and Learning programs and reports to the Director.

Duties and Responsibilities:

Responsibilities include monthly department budget maintenance and generating monthly expenditure reports for the department; 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; functions as the payroll coordinator for the Department Reviews and/or prepares and submits the payroll; maintains all departmental records, including payroll, inventory, etc.; provides ongoing clerical and technical assistance including data entry; supervises work-study students; and provides administrative support for the Director, Program Directors, Faculty, and Adjuncts.

Schedules meetings (both on-campus and virtual); assists with travel arrangements and itineraries for the Director, Program Directors, Faculty, and Staff as needed; manages confidential material, which includes personnel files; schedules logistics (room reservations, catering, parking, etc.) related to numerous activities on campus and in the larger community; and coordinates facilities and other infrastructure processes for the Department.

Maintains all Department budgetary records and uses the University accounting system to monitor budgets, track payments, research payment history, and rectify errors, and assists with preparing annual budget requests; maintains and generates monthly Procurement Card reconciliations for the Department and Programs in accounting systems and maintains files; prepares all budget processes which include T-4's, Transfer Vouchers, Travel documents and Facility receipts; serves on Search Committees as Hiring Administrator; and maintains and submits annual RTR Folders as required.

Supports the academic scheduling and coordination of course delivery; coordinates entry and maintenance of the Department academic schedules, including CPI and other data entry related to courses and programs; supports faculty through ordering desk copy textbooks, and other course related materials as needed; and assists Director, Program Directors, Coordinator, and Advisors as needed with class arrangements and logistics.

The ideal candidate will possess the following:

* Demonstrated working knowledge of computer software, including word processing, database, and spreadsheets, i.e. proficiency in current computer applications.
* Requires a high level of communication, interpersonal, computer and analytical abilities.
* Strong organizational and process skills and the ability to work well under pressure and meet deadlines.
* Strong interpersonal skills and the ability to work professionally with people from varying backgrounds with varying degrees of experience.
* 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 10, 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 three to five years of office experience, or an equivalent combination of education, training, and experience.

* Demonstrated experience and competency with budgets and spreadsheets. This will include software related to workflow, financial reporting, expense management, as well as presentation creation.
* Solid organizational and process skills experience, and the ability to work well under pressure and meet deadlines.
* Experience preparing professional memos, reports, and other types of professional correspondence while maintaining attention to detail.
* Demonstrated written and verbal communication skills including listening, and responding in a professional manner

Preferred qualifications: Bachelor's degree; two to five years of higher education experience; and specific experience and skills with university/higher education processes and related software.

In addition to the online application, an attached resume and cover letter is required for full consideration.

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 status, sexual orientation, gender identity, age, physical or mental disability, or protected veteran status.

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