Administrative Specialist - Center for Student Engagement

The Center for Student Engagement (CSE) in the Division of Student Life invites applications for the position of Administrative Specialist.

The Center for Student Engagement creates opportunities for student involvement and connection by hosting over 150 campus events annually and providing support to over 450 registered student organizations.

The Position: The Administrative Specialist provides administrative support to the Center for Student Engagement, supporting daily department operations through coordination and administration of activities, including those pertaining to purchasing, travel, reservations, equipment inventory, assisting with budget tracking, and campus event support. The Center for Student Engagement hosts more than 150 campus events annually and provides support to more than 450 registered student organizations.

Responsibilities:

• Lead post-event reporting for the Student Programs and Services Fee (SPSF) process

• Assist with records maintenance on event attendance and other program details for external reporting

• Assist with management of equipment reservations, technology reservations, and front desk operations; including opening and closing the office

• Maintain appointment calendars, computer/technology inventory, and office supplies

• Address questions and concerns from callers and visitors in a highly trafficked area of the Student Union

• Assist with inventory management, staff onboarding, room reservations, meeting and event preparations

• Assist in communicating office and program information with constituents across campus, including uploading information into campus calendar systems

• Prepare and gather correspondence for office communications, including newsletters and email

• Assist with program set up, clean up, and program operations; such as event check-in, line management, and safety

• Manage distribution and payment process of ticket subsidies in collaboration with the Student Life finance team

• Complete purchases for programs and assist staff with reimbursement processes

• Work with students and staff to obtain information needed for procurement card processing

• Assist with student payroll processing

• Assist with event budget reconciliation

• Provide support for the Student Organization Travel Fund allocation committee

• Serve in a liaison capacity to the student organization finance team to assist with budget records management and expenditure tracking

The University and Region: UTK is the state’s flagship, land-grant university. We are a Research 1 university, housing 14 colleges and 900 programs of study. With an enrollment of more than 36,000 students, our undergraduate and graduate programs are repeatedly ranked among top national programs. The city of Knoxville is a hidden gem with a beautiful and walkable downtown, a diverse music scene, active neighborhoods, unique restaurants, and a robust offering of outdoor and cultural activities. UTK is located within easy driving distance to Asheville, Nashville, Atlanta, and the Great Smoky Mountains; and a day’s drive to Memphis, Chicago and Washington D.C. Knoxville and the surrounding counties have a statistical area population of over 850,000 people. The Knoxville region houses many leading corporations, including Bush Brothers & Company, Discovery Inc., Tennessee Valley Authority, and Oak Ridge National Laboratory.

What We Require

Knowledge, Skills, and Abilities:

• Organization, listening, and communication skills

• Knowledge of Microsoft Word and Excel

• Ability to prioritize and execute tasks

• Customer service skills

• Ability to manage details within an office setting

• Knowledge of FERPA compliance and policies

• Ability to adhere to confidentiality of records and information

What We Prefer:

Education: Associate’s Degree

Experience:

• Two (2) years of administrative support experience in a higher education setting

Salary: The salary for this position is commensurate with experience and other qualifications and is accompanied by a standard university benefits package. This is an exempt, 12-month, full-time, non-tenure track staff position.

Application Process: Please complete the on-line application for full consideration. Applicants should include a cover letter, resume, transcript, and a list of at least three references (with current e-mail address and phone number/s) in the application file. A review of all applications will begin immediately and will continue until the position is filled. Questions regarding the search may be directed to the search committee chair, Ashleigh Moyer amoyer@utk.edu