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Administrative Specialist

2 months ago

Knoxville, United States University of Tennessee Full time

This position is responsible for assisting the Events Manager with the day-to-day operation and development of the Office of Campus Event Services and the campus's room scheduling system and will serve as the initial point of contact for CES. This position will review event and meeting requests from all faculty, staff, and students and process them though the room scheduling system in a timely manner, reaching out to requesters for more information as needed. This position will be responsible for supporting the main office phone line and email account, helping users identify appropriate spaces for events, assessing and providing assistance during troubleshooting, and triaging/routing calls and emails to the Director or elsewhere when needed. Additionally, this position will be responsible for updating information in the room scheduling system, including contact information, building and room information, and make updates to canceled or modified events. This position will work with college/department event coordinators, Facilities Services, Parking & Transit, UTPD, Vol Dining, etc. to ensure that all client booking requirements are managed efficiently and effectively.

Job Responsibilities:

  • Serve as initial point of contact for CES
  • Answer and maintain the main office phone line and email account
  • Assess and provide assistance during event request troubleshooting
  • Provide assistance in identifying spaces for events and/or moving scheduled events to alternate locations when needed
  • Review event and meeting requests and process them through established work flow
  • Includes reaching out to requester for more information, passing along event requests to appropriate personnel, approving or declining per protocol, assisting users with identifying appropriate spaces for events and/or contact information for space approvers
- Ensure compliance with department and University policies and procedure

- Enter unlisted events into event platform as needed

- Make updates to canceled or modified event
  • Update information in event platform, including contact information, building and room information, features, etc.
  • Update and maintain the contact list for all space approvers
  • Establish and maintain professional relationships with student and professional staff, Division colleagues, and the University community.
  • Demonstrate energy and desire to achieve and ability to take action that no one has requested to improve or enhance job results and avoid problems.


Qualifications:

Skills and Education Requirement:

Applicant should have the ability to work autonomously, manage multiple tasks, and set priorities in a fast-paced environment

- Must have excellent customer-service skill

- Possess strong administrative, organizational, verbal, and written skills

- Excellent time-management skills required

- Ability to communicate effectively in a one-on-one, small group, or public speaking context

- Ability to establish and maintain professional relationships with staff, students, and administrator

- Ability to operate efficiently and target projects or initiatives that require special attention and focus with limited time and resource

Preferred Skills:

- Proficiency in computer programs including Microsoft Office

- Experience with 25Live highly encouraged

- Familiarity with managing events and event software

- Ability to triage technical issues and assist clients with space requests via phone call or email

Education:

High School Diploma, with 1-2 years of administrative experience.

Preferred Bachelor's Degree; preferred experience working for the University of Tennessee, working event management, strong motivation to work in high volume, customer service environment.