Administrative Specialist I - Family And Consumer Sciences

University Of Tennessee Knoxville , TN 37902

Posted 2 days ago

The University of Tennessee Extension

Department of Family & Consumer Sciences

Knoxville, Tennessee

Administrative Specialist I

Market Range 04

The primary responsibility of the Administrative Specialist I is to provide administrative and clerical support to the Department of Family & Consumer Sciences (FCS). This position is responsible to the Assistant Dean of Extension and FCS Department Head and provides support for designated departmental faculty and the department business manager. This position will support activities that are necessary in the implementation, reporting, documentation, communication, and materials distribution activities associated with departmental programs.

Duties/Responsibilities:

  • Provide administrative support for a program of activities that meets the needs of all eligible clientele regardless of race, color, national origin, age, sex, disability, religion or veteran status

  • Perform specialized duties according to program guidance and university established practices, which may include compiling data, data analysis, spreadsheet management, document preparation, grant proposal preparation, and monitoring post-award sponsored programs.

  • Perform IRIS (SAP) duties, which include reconciling monthly ledgers and reviewing travel expense transactions

  • Work with the UT budget coordinator related to the financial administration of programs according to Office of Management and Budget (OMB) Uniform Guidance

  • Initiate typing, composing, editing and proofing agendas, minutes, correspondence, documents, publications, and/or reports

  • Maintain necessary correspondence with regional and county personnel

  • Perform records management and maintenance (maintain/update paper and electronic files)

  • Schedule appointments, arranging meetings and maintaining calendars for program personnel

  • Make travel arrangements and process travel reimbursements for program specialists

  • Upload and update web-based materials and information for FCS website

  • Work with the Marketing & Communications Department to coordinate printing of program materials for distribution or website publication

  • Coordinate training registration

  • Abide by all UT policies and procedures within all aspects of the position

  • Assist FCS business manager with financial data entry, reporting and documentation while demonstrating strong attention to detail

  • Generate annual appointment continuation correspondence for grant-funded positions

  • Receive and route phone calls and direct visitors

  • Assume other duties as necessary or as assigned

Minimum/Required Qualifications (include education, experience, skills & abilities. Licenses & certifications):

  • High school degree or GED and minimum 2 years college-level course credits required

  • Excellent organizational and multi-tasking skills to prioritize work to meet deadlines and handle urgent matters while staying on task with other assigned duties and responsibilities

  • Strong interpersonal skills and excellent written and verbal communication skills

  • Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint)

  • Excellent keyboarding, grammar, spelling and proofreading skills

  • Dependable and able to complete tasks accurately and on time

  • Able to prioritize, multi-task, and work independently and as a team member with little or no supervision

  • Exercise good judgment, confidentiality, and discretion in the performance of all work assignments

  • Exhibit professionalism during all aspects of the job

  • Willingness to learn new tasks and/or skills

  • Valid driver's license

Preferred/Desired Qualifications

  • Minimum 3 years office experience, 5 years minimum preferred

  • Bachelor's degree preferred

  • Experience working with grants is preferred

  • Experience with data management is preferred

  • Knowledge of and experience with IRIS (SAP), Concur and Taleo is preferred.

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Administrative Specialist I - Family And Consumer Sciences

University Of Tennessee