Administrative Specialist

2 weeks ago

Knoxville, Tennessee, United States University of Tennessee Full time
Job Summary

We are seeking a highly skilled and detail-oriented Administrative Specialist to join our Counseling, Human Development, and Family Sciences Department. The successful candidate will provide administrative support to the department, serving as a team lead for communications and marketing. This role will also provide administrative oversight, academic programming support, and services in payroll processing, reconciliations, contract management, and invoice processing.

Key Responsibilities
  • Lead all communications for the department, coordinating with College Communications and University Alumni/Online Engagement teams to ensure compliance with college and university policies and procedures.
  • Coordinate, collate, develop, edit, and disseminate all informational materials for CHDFS, including tracking projects, formatting, drafting, editing, and preparing content for publication.
  • Responsible for department and individual program websites, working with faculty/personnel to draft, edit, and upload web page content, and updating and maintaining web pages within established guidelines.
  • Coordinate the creation, editing, printing of all print material, ensuring compliance with university branding guidelines.
  • Coordinate photo/video arrangements/permissions for website, publications, and 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.
  • Process bi-weekly payroll and monthly leave, enter additional payment e-forms, and ensure 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.
Requirements
  • High School Diploma and at least 3-4 years in an office setting.
  • 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 sources.
  • 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 procedures.
  • Ability to plan, organize, problem solve, prioritize, and balance workload on concurrent projects.
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 students.
  • 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.

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