University of Tennessee College of Arts & Sciences

Administrative Coordinator

University of Tennessee College of Arts & Sciences

full-time

Posted on:

Origin:  • 🇺🇸 United States • Tennessee

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Job Level

Mid-LevelSenior

About the role

  • Provide executive-level administrative support to multiple ORIED leaders as part of the Shared Administrative Services team
  • Scheduling support: calendar/time management, scheduling meetings with multiple executive attendees, prioritizing requests, and monitoring schedules
  • Meeting support: plan, coordinate, and manage logistics for internal and external meetings (in-person and virtual), including catering, room reservations, parking, and technology setup
  • Travel support: plan and schedule travel, complete registrations and reservations, process travel reimbursements
  • Communication support: draft correspondence, prepare agendas and itineraries, serve as point of contact for attendees
  • Team support: coordinate routine tasks, database entry, report updates, and shared resource management
  • General office support: liaise with RFA team on budgets, accounts, contracts, supplies, HR issues, and budget charge reviews
  • Event planning and execution: identify/reserve venues, coordinate catering and transportation, manage audiovisual needs, and provide on-site event management
  • Team improvement: analyze information, recommend process changes, and share best practices
  • Other duties as assigned, including temporarily assuming additional administrative duties during vacancies

Requirements

  • Education: High School diploma or GED
  • Experience: Five years of experience as an administrative assistant in an office environment
  • Experience: any level of event planning experience
  • Exceptional customer service approach to interactions with UT faculty, staff, executives, and external guests
  • Commitment to supporting the workload of the entire team in a positive, equitable, and flexible manner
  • Strong personal initiative to proactively manage assigned tasks and meet deadlines under minimal supervision
  • Excellent organizational skills and attention to detail
  • Ability to multi-task and prioritize assignments
  • Professional writing and proofreading skills
  • Proficiency with the Microsoft Office software suite, especially Outlook
  • Professional integrity, including a thorough understanding of confidentiality
  • Preferred: Associate’s or Bachelor’s Degree
  • Preferred: Certified Administrative Professional (CAP) credential
  • Preferred experience: supporting executives or senior administrators; experience in an academic environment