Job Details

Graduate Student Services Specialist - Graduate School - UTK

Position Number: 6320024
Location: Chattanooga, TN
Position Type: Student Affairs and Services

Graduate Student Services Specialist - Graduate School - UTK
Knoxville, TN, United States

Job Identification: 3580
Job Category: Student Services
Posting Date: 06/24/2025
Job Schedule: Full Time
Locations: 1331 Circle Park, Knoxville, TN, 37996, US

Job Description
This position supports students, faculty, and staff by facilitating graduate policies, procedures, and best practices. The Graduate Student Services Specialist handles initial responses to student issues by conducting research and recommending solutions to the Associate Dean of Graduate Student Services. Key responsibilities include intake, review, evaluation of forms/issues/requests, and providing administrative assistance for both Graduate Student Services and the Graduate Student Senate Travel Awards process.

Responsibilities
The Graduate Student Services Specialist will be responsible for:

Conducting an initial review of forms requiring the Assistant Dean's signature, compiles necessary supporting documents, and provides recommendations for approval. This includes managing the Senior Requesting Graduate Credit Form, BS to MS Form, Requests for Grad Restart, Approval to Repeat Graduate Courses, as well as other forms and student services processes as required.
Providing support to the Associate Dean in processing academic standings, including initial data collection and reporting, identifying college personnel for review, preparing student notifications and other related duties.
Providing support to the Associate Dean by conducting initial research and gathering necessary documentation for the processing of academic and fee appeals and student complaints.
Communicating with students and campus partners on behalf of the Associate Dean to convey information and/or facilitate departmental processes.
Preparing and dispatching letters for family members of international graduate students to attend commencement ceremonies.
Supporting the Associate Dean with administrative tasks and scheduling, including calendaring and room reservations, and arranging appointments for non-degree advising and other student-related issues.
Serving as a primary point of contact for phone support and customer service for the Graduate School. Managing select email accounts and phone lines for the Graduate School, triaging messages and providing initial responses concerning general practices, policies, and procedures.
Assisting departments and students regarding inquiries about graduate assistantships, insurance, grades, registration, and other related matters.
Supporting the Graduate Student Senate Travel Awards process and working closely with the award committee, GSS Coordinator, and Business Manager, and Office Manager.
Processing travel award applications and preparing them for review.
Sending out award letters and non-funding notifications.
Tracking awards (from application through distribution of funds).
Processing travel claims.
Following up with departments on unclaimed awards; notifies travel award committee about unused funds.
Providing support to the Associate Dean for academic events (such as orientation, hooding, etc.)
Assisting, supporting, and participating in other graduate school events as needed
Performing other duties as needed

Qualifications
Required Qualifications

Education: High School Diploma or GED
Experience: Customer service experience
Knowledge, Skills, Abilities:
Strong attention to detail
Excellent verbal and written communication skills for interacting with students, faculty, and staff.
Proficiency in administrative tasks (such as scheduling, calendaring, and room reservations).
Exceptional customer service skills
Competence in using office software such as Microsoft Office Suite and email/messaging management systems.
Ability to be self-motivated and work independently as well as part of a team.
Strong problem-solving skills and the ability to make decisions effectively.
Policy Interpretation: Ability to read, interpret, and apply policies and procedures accurately.
Efficient time management skills to handle multiple tasks, deadlines, and responsibilities simultaneously.
Interpersonal Skills: Ability to interact professionally with a diverse group of individuals.
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment visa status.

Preferred Qualifications

Education: Bachelor's Degree
Experience: Experience working with Banner, Slate, and/or similar CRMs
Knowledge, Skills, Abilities: Knowledge of higher education processes, especially as it relates to graduate student services

Work Location

Knoxville, TN - on campus.

Compensation and Benefits UT market range:

Anticipated hiring range: $36-$38K
Find more information on the UT Market Range structure here
Find more information on UT Benefits here

Application Instructions

For best consideration applicants should submit the materials below before July 7, 2025.

Resume
Cover Letter
Contact Information for 3 professional references

About The College/Department/Division The Graduate School at the University of Tennessee Knoxville is a dynamic, innovative, and collaborative partner in shaping graduate education, and a dedicated advocate for attracting and developing a diverse student population. Applying a people-centric approach to all we do; we lead the University in providing support to ensure our programs are among the best in the nation and inspire students to be catalysts for change in the evolving global society.

About Us
The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.

Apply today and join the Tennessee Volunteer community!

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/3580/?mode=location