University Of Tennessee System Knoxville , TN 37902
Posted 2 months ago
Administrative Associate
UT Institute of Agriculture Administration
Position Classification: Administrative Associate 2, Non-Exempt, MR 05, Regular Full Time
The University of Tennessee Institute of Agriculture (UTIA) is currently seeking applications for an Administrative Associate to join the administration team, providing essential support to senior staff, including the Chief Operating Officer, AVC Faculty Affairs, AVC Budget and Finance, and the Director of Stakeholder Engagement. The role involves managing calendars, coordinating travel, handling expense reports, ordering supplies, maintaining office organization, and supporting various institutional projects and events. This position reports directly to the Chief Operating Officer.
As an Administrative Associate you will:
Provide administrative support to multiple senior leaders, anticipating needs and taking proactive action.
Serve as the first point of contact for visitors, including university officials and external constituents.
Manage leadership calendars, schedule appointments, and coordinate meetings, including preparing agendas and arranging catering.
Assist with office management tasks, including answering phones, managing supplies, and maintaining departmental files.
Develop and maintain PowerPoint presentations, website content, and broad communications on behalf of leadership.
Support financial and personnel processes, including accounts receivable, procurement card reconciliation, and personnel change forms.
Assist with institute-wide projects and initiatives.
Coordinate special projects as assigned.
Collaborate with other administrative associates and engage in cross-functional teamwork.
Required Education/Experience
High school diploma and three-four years of office experience
Experience dealing with highly sensitive and confidential information
Preferred Education/Experience
Bachelor's degree with 1-2 years office experience
CAP certification is strongly preferred
Experience in higher education is desirable
Experience in a multi-campus university system or multi-location organization is preferred
To be successful in this role, candidates should possess:
Ability to monitor multiple tasks simultaneously and regain focus quickly following interruptions
Knowledge of MS Office and related products
Demonstrated commitment to self-development
Strong organization, project management, and time management skills
Excellent oral, written, and presentation skills; exceptional listening skills
Models integrity in all actions
Our ideal candidate has:
Knowledge of University policies and procedures, as well as UTIA procedures
Knowledge of Oracle ERP and related financial/talent management systems
Working knowledge of UT foreign and domestic travel procedures
Skilled in developing strong working relationships with stakeholders and colleagues to resulting in cooperation and collaboration
Demonstrated commitment to quality, customer service excellence, and seeking creative solutions
University Of Tennessee System