Administrative Specialist- Counseling, Human Dev

2 weeks ago

Knoxville, United States University of Tennessee Full time
Responsibilities: This position supports the Counseling, Human Development, and Family Sciences Department (CHDFS), serving as team lead for communications and marketing. This position provides administrative oversight, academic programming support to all undergraduate programs in the department. This position provides services in payroll processing, reconciles accounts, contract management, and processing invoices. Additionally, this position will laisse with undergraduate admissions and departmental undergraduate advisor(s) to assist with student needs and programmatic coordination for the undergraduate students in the department. This position works directly with faculty and students to assist with reporting, procurement, enrollment, and other necessary duties.

Communications

• Lead for all communications for the department. Coordinate with College Communications team and the University Alumni /Online Engagement team to ensure compliance with college and university policies and procedures.

• In conjunction with the Department Head and Business Manager, coordinate, collate, develop, edit, disseminate all informational materials for CHDFS, including, but not limited to tracking projects, formatting, drafting, editing, and preparing content for publication - press releases, external and internal documentation, posting to websites and social media.

• Responsible for department and individual program websites. Works with faculty/personnel to draft, edit, and upload web page content. Update and maintain web pages including faculty bios., department/program information, stories, etc. all within the guidelines established by the college and university for branding, accessibility, content in a timely manner.

• Responsible for coordinating the creation, editing, printing of all print material such as flyers, posters, etc., to ensure compliance with university branding guidelines.

• Coordinate photo/video arrangements/permissions for website, publications, promotional/recruitment needs.

• Drive customers to CHDFS social media platform for supplemental information

• Monitor website in Google Analytics and provide semi-annual reports on web traffic to department heads.

• Represent CHDFS in outreach and recruitment events.

Administrative/Financial Support

• Process bi-weekly payroll and monthly leave; enter additional payment e-forms, ensuring payments adhere to University policy and sponsor guidelines when appropriate.

• Process initial hires and pay funding changes.

• Responsible for purchasing major/sensitive equipment and other materials using university purchase orders and procurement card.

• Reserve rooms for department meetings and functions.

• Supervise and assign work to work study students.

• Conduct annual review of departmental facilities/space inventory, and record in IRIS.

• Conduct annual equipment inventory.

• Reconcile accounts and contract management

• Coordinate timetable and course scheduling for department; responsible for completion of timetable spreadsheet for the department each semester providing the classes being offered, instructor, and class time.

Academic Program Support

• Use Internet Native Banner to give permission to students, add them to courses, and adjust their credit hours as necessary

• Use Argos to create class roll reports, timetables, and enrollment reports for faculty and staff

• Maintain departmental and undergraduate student e-mail listserv as primary moderator.

• Assist Curriculum Review Committee, as needed, with curricular proposal submissions by working with program coordinators to compile information for all program changes to be presented at departmental meetings.

• Assist in management of data and preparation of reports related to enrollment and performance in academic programs.

The successful candidate will be able to work independently, but also work well in a team; multi-task and quickly prioritize multiple requests; and problem solve. The candidate must maintain a high level of customer service and professionalism and deal well with the public.

Qualifications:

Minimum Required Qualifications:

• Knowledge of and ability to utilize Acrobat social media platforms such as Facebook, Twitter, and Instagram and ability to align messages for relevant audience

• Skilled at Microsoft Office product

• Ability to extract, analyze, and transmit complex data from a variety of source

• Knowledge of English usage, spelling, and written communication

• Ability to design and/or maintain website

• Skills in problem-solving and critical thinking and ability to think and work independently without close supervision

• Ability to analyze, make recommendations for improvements and implement office procedure

• Ability to plan, organize, problem solve, prioritize, and balance workload on concurrent project

• High School Diploma and at least 3-4 years in an office setting.

• Experience in developing and effectively executing digital and print marketing and communications strategies and plan

Preferred Qualifications

• Two (2) years experience in a university setting

• Skilled in communicating between this department and other departments within the University as well as maintain effective working relationships with employees, general public, faculty, and student

• Skilled at keeping timetable, curricular changes, and certain printed material current.

• Knowledge of university policies and procedures.

• Knowledge of and the skills to utilize university systems Banner, ARGOS, SAP/IRIS, Ad Astra, CAYUSE.

• Knowledge of and ability to utilize Canva, Wordpress, and Adobe products such as Photoshop, InDesign, Premier Pro/Rush. Strong creativity, innovative thinking, and attention to detail.

• Skilled in photography and/or videography.

• Knowledgeable in graphic design.

Salary - Level Market Range 04

Position Available: 8/1/24

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