Executive Assistant - Office Of Research, Innovation, And Economic Development

Executive Assistant for the Office of Research, Innovation & Economic Development

Market Range 8, DOE&Q, Non-exempt, full-time

Description:

Reporting directly to the Vice Chancellor for Research, Innovation, and Economic Development (VCR) and operating in a dynamic and time-sensitive environment, this position is key in assisting the VCR to manage and prioritize competing demands for their time and attention by being proactive in the timely scheduling of meetings, appointments, travel and speaking engagements and in the timely delivery of communications. This position manages sensitive strategic projects. This position also coordinates various strategic projects by assessing progress, tracking deadlines and evaluating outcomes. The position interacts with and serves to enhance relationships between the Office of Research and all levels of faculty, staff, and administrators at the campus and system levels, Oak Ridge National Lab, ORAU, Y-12, TVA, Chamber of Commerce, Knoxville City and County communities, current and potential research and engagement sponsors at the local, state, federal, and international levels, and executives at corporations and foundations. Responsible for arrangements for several high-level meetings and division events. Position is also administrative support for various faculty councils and committees including those for upper level searches. Prepares itineraries, arranges travel and prepares travel expense reports for candidates for positions reporting to the VCR and others at the request of the VCR.

Duties/Responsibilities:

Direct Support:

• Anticipating, initiating and coordinating administrative issues on behalf of the VCR including

managing VCR time and complex schedule by setting, updating, and monitoring schedules, organizing the incoming flow of work, prioritizing requests, and following-up to ensure timely responses

• Preparing briefing materials and agendas for pertinent recurring and/or ad hoc meetings to include a large range of leadership levels from across the University

• Arranging frequent and complex travel, managing travel logistics before and during trips (including some night and weekend assistance as needed)

• Preparing travel expense reports for the VCR's signature, preparing entertainment expense reports and petty cash reimbursement requests on the VCR's behalf

• Maintaining confidentiality of privileged and/or sensitive information; maintain a variety of records, files, lists and contacts

• Interacting and coordinating with the ORIED Chief of Staff to ensure communication, seamless planning and smooth operation of ORIED

• Receive and prioritize correspondence and take action in drafting replies, forwarding for follow-up action, and distributing to others. Draft other correspondence as directed by the VCR

• Monitor and manage the Vice Chancellor's collective ORIED e-mail account .

• Distribute weekly report of year-to-date UTK and UTSI award and proposal activity to the Chancellor, Provost, Academic Deans, VC for Finance, Associate Deans for Research and associated administrative assistants.

Special Projects:

• Planning and implementing a variety of special strategic projects, including originating ideas and recommendations

• Planning and developing strategies for executing various projects and tracking associated deadlines. - Handling situations and work assignments not only of a routine nature, but also those unique to its position as one of direct support to the VCR of a research intensive university

• With a keen sense of ORIED dynamics, (both internally and externally) delegate tasks and support functions to others in the office

• Resolve problems and issues on behalf of the Vice Chancellor

Communication and Engagement:

• Assist in hosting meetings and events with employees internal to UTK and the UT System as well as external to UTK including, but not limited to, ORNL, UT Battelle, Y-12, large corporations, state agencies, foundations, federal elected officials, and federal agency political appointees

• Interact with guests, participate in meetings, and provide professional follow-up. These can be complex matters which impact the externally funded research portfolio, involving many parties, include challenging agendas, and be held at multiple locations over multiple days.

• Arrange all aspects of the meetings, including interacting directly with the partners.

• Serve as a host, serve as an ambassador, develop materials, arrange travel and meeting logistics, and provide follow-up during and at the conclusion of the event.

• Act as a liaison to campus constituencies (faculty, staff, students and others)

Other duties:

• Preparation and arrangements for division retreats, annual staff recognition event, staff retirement receptions and miscellaneous symposia.

• Other duties as assigned and in support of the university.

• Serves as secretary of the ORIED External Advisory Committee

• Analyzes complex challenges and proposes solutions

• Develops deliverable timelines and monitors progress

• Resolves problems and other issues on behalf of the Vice Chancellor

• Serves as an effective and trusted member of the ORIED leadership team

• Must be accessible by cell phone and text messaging during standard work hours as well as available to handle time sensitive matters after hours.

Education and Experience:

Required:

BA or BS (no specific field of study) - Three years of relevant experience of executive support and experience functioning in a complex, dynamic, and time-sensitive environment is required.

Preferred:

Experience providing executive support in a higher education environment.

Experience providing administrative support in an organization's research division.

Required Skills and Abilities:

1.Complex multitasking and supervisory skills

2.Highly effective verbal and written communication skills.

3.Ability to communicate and interact effectively with faculty, staff, administrators, and executives.

4.Good customer service skills

5.Ability to learn new concepts

6.Proficiency with software including Outlook, Word, Excel, and Adobe Acrobat.

7.Adept at navigating the Internet.

8.Excellent problem-solving skills.

9.Ability to be detail oriented.

10. Capable of working under stressful and time-sensitive conditions.

11. Capable of working individually and in a team environment.

12. High level of personal initiative.

13. Strong skills in organization, prioritization, and reasoning/logic.

14. Flexibility, adaptability, dependability to include unscheduled after hours tasking

15. Strong understanding of confidentiality issues

Minimum Required Skills and Abilities:

Prefer an individual who is creative, nimble, solution-oriented, diplomatic, responsive, communicative, self-motivated, willing to learn new things, and self-starting; CPS preferred

Additional Information

Please attach the following electronic documents to the application: Cover letter, resume, and the names, addresses (postal and electronic), and telephone numbers of at least three references.

Websites

https://research.utk.edu/oried/