Office Coordinator - Digital Learning At UT

Office Coordinator - Digital Learning at UT

Digital Learning at UT, is a newly created unit charged with advancing UT's commitment to discovery, creativity, learning, and engagement, specifically for online learners. We want to be bold and impactful, transforming the future of online education through innovative thinking and collaborative problem-solving. Join our dynamic and inclusive Digital Learning team where we take pride in teamwork, excellence, and a shared commitment to shaping the future through education and innovation.

This role functions as a vital member of the Digital Learning administrative team, serving as the lead administrative associate for the complex and rapidly growing organization at the university. This role is responsible for successful operations of the department, using critical thinking and independent judgment to resolve complex issues within established guidelines. This individual balances a wide array of administrative functions in the areas of office support, event and logistical support, HR support, and financial support, ensuring adherence to all university and department policies and procedures. This role also makes recommendations to leadership to create and change procedures or to address complex issues. The position is cross-trained to back up other staff as needed. Responsiveness to all internal and external stakeholders (staff, leadership from academic units, Provost and Chancellor's offices, campus support organizations such as Enrollment Management, Development, UTK HR/Payroll, vendors, etc.) is key. Additionally, the position holder is expected to represent Digital Learning with professionalism, provide excellent customer service, and build positive relationships. This position formally reports to the Digital Learning, Assistant Dean, Finance & Administration.

The salary range for this position is approximately between $48,000-$55,000 per year based on experience.

Job Duties

General Administrative:

• Serves as lead administrative associate for Digital Learning working closely with leadership to ensure consistent and accurate operations

• Enhances and improves processes through recommendations to leadership and successful implementation

• Provides superior and consistent customer service to internal and external stakeholders

• Researches, analyzes, and resolves issues within established general guidelines

• Manages annual space inventory survey

• Manages vendor relations with security and building representative

• Manages and oversees office procurement processes and procedures

• Creates and manages multiple processes for Digital Learning team - i.e. meeting protocols

• Creates and maintains Digital Learning procedures while ensuring team is adhering to policies

• Informs leadership of potentially controversial matters or other key issues, using discretion and maintaining confidentiality

• Prepares correspondence, documents, reports, or other materials for leadership and stakeholders; drafts correspondence and/or documentation on behalf of leadership for review

• Coordinates and works collaboratively with other units across campus for effective operations

• Provides work direction to student workers

• Provides backup support to other administrative and/or financial staff members within Digital Learning including Finance and HR.

• Establishes and manages a welcoming environment for the wide array of internal and external visitors to the Digital Learning facilities.

Logistical:

• Schedules and organizes meetings and events, adhering to all relevant fiscal policies

• Provides logistical support/coordination for effective planning and execution of meetings and events

• Prepares materials or supplies for meetings and events

• Interacts with supply vendors and serves as a point of contact for department space, equipment, or facility issues

• Reserves meetings in applicable system

• Coordinates travel for assigned staff

• Manages use of and reporting for a university p-cards as assigned

• Manages calendaring for Executive Director calendars and coordination with other staff as appropriate, including significant interaction across campus units

• Manages all aspects of mailing for Digital Learning employees: new hire packages, equipment, etc.

Human Resources:

• Provides support to the Digital Learning Director of HR, including coordinating staff searches

• Prepares and tracks documentation related to searches both internally and with candidates

• Manages Taleo search folder and Google Drive folder creation

• Creates on-boarding schedules for new hires, ialso including but not limited to: required documentation, facilities access, key requests, systems access, equipment, parking, new hire items, distribution lists, rosters

• Responsible for dispositioning candidates in Taleo

• Collaborates with Executive Admin to calendar new hire appointments

• Manages department office keys and security accesses, including new hires, current employees, and terminations

• Provide supplemental support to HR Director for leading and chairing search committees

Financial:

• Oversees tracking of expenditures as directed by COO and Assistant Dean of Finance

• Creates report that monitor financial spend in regards to procured team items

• Provides verification and/or processing support for financial transactions, including but not limited to invoices, travel, payroll, procurement card reconciliations in consultation with the Assistant Dean

• Manages department travel requests and expense reports as requested

• Assists with payroll reconciliation and reporting per policy, including payroll check registers

• Supports accurate account of fixed assets and space inventories annually; provides reports upon request

• Coordinates use of and reporting around internal order numbers, when applicable

• Managing Digital Learning procurement, adhering to all relevant fiscal policies, including but not limited to general office supplies, equipment, furniture, and other special orders; Conduct research and analyze information to resolve procurement issues

Required Education and Experience:

• High School Diploma

• Minimum of 2 years of relevant, progressively responsible experience in a professional office setting, or an equivalent combination of education, training, and experience.

Preferred Experience:

• Bachelor's, Associate's degree or Vocational/Technical training in HR, Business, Accounting or related field

• Minimum of 4 years of relevant, progressively responsible experience in professional office setting, including some in higher education environment.

For full consideration, applicants must attach a letter of interest, resume, and the name, address, email, and phone number of three professional references, in addition to completing the applicant file to the Human Resources online application system, Taleo.

Screening of applicants will begin immediately and continue until the position has been filled. DL_UT