Administrative Associate - UT Institute Of Agriculture Administration

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