Job Details

Administrative Specialist, Division of Student Life - UTK

Position Number: 6315327
Location: Chattanooga, TN
Position Type: Student Affairs and Services

Administrative Specialist, Division of Student Life - UTK
Knoxville, TN, United States

Job Identification: 3551
Job Category: Administrative
Posting Date: 06/20/2025
Job Schedule: Full Time
Locations: 1331 Circle Park, Knoxville, TN, 37996, US

Job Description
The Administrative Specialist II position serves as the primary administrative support for the Associate Vice Chancellor for Student Life and the Assistant Vice Chancellor for Health and Wellness. This position will also serve as the secondary administrative support for the Vice Chancellor for Student Life.

Job Description

The Administrative Specialist II position serves as the primary administrative support for the Associate Vice Chancellor for Student Life and the Assistant Vice Chancellor for Health and Wellness. This position will also serve as the secondary administrative support for the Vice Chancellor for Student Life.

Responsibilities

Triage calls and provide direct assistance to internal and external stakeholders
Route calls to appropriate personnel and/or departments when necessary
Provide verbal and written responses to inquiries and/or concerns
Prepare agendas, correspondences, reports, and other documents on behalf of the Associate and Assistant Vice Chancellors
Record, prepare, and distribute meeting minutes as directed
Serve as secondary administrator for the Division of Student Life email account
Collaboratively recruit, select, train, and provide direction to front desk student staff
Establish work schedules to provide front desk coverage during standard business hours
Monitor student staff attendance and performance
Ensure professionalism and delivery of customer service for staff and/or visitors to the Office of the Vice Chancellor and the Office of the Vice Chancellor for Research
Manage reservation process for shared conference room
Maintain inventory and replenish office supplies and resources for the Office of the Vice Chancellor suite and shared spaces with the Office of the Vice Chancellor for Research
Maintain calendar and compile all relevant documents related to meetings for the Associate and Assistant Vice Chancellors
Prepare and submit travel requests and travel expense reimbursements for the Associate and Assistant Vice Chancellors
Manage candidate travel and lodging for staff searches
Serve as secondary administrator of Vice Chancellor for Student Life calendar
Maintain hard copy and electronic files and records
Make purchases, process payments, and maintain financial records for office supplies, equipment, and marketing materials
Provide administrative support for staff searches including review of candidate requisitions, create interview itineraries, and coordinate campus visits
Provide administrative support for direct reports of Associate and Assistant Vice Chancellors as needed
Search and compile student information using university systems
Research peer and aspirant institutional policies, procedures, initiatives, and requested information on behalf of the Assistant and Associate Vice Chancellors
Serve as backup for the Assistant to the Vice Chancellor as needed
Serve on various committees, including but not limited to the Student Life Staff Engagement and Development Committee
Assist in the planning and execution of signature events for the Division of Student Life as needed
Perform additional related duties as required

Qualifications
Required Qualifications

Education: High School Diploma
Experience: 3 years of administrative support experience
Knowledge, Skills, Abilities: Strong word processing skills; Ability to effectively manage computer email and attachments; Skills managing databases and spreadsheets; Strong interpersonal, verbal, and written communication skills; Ability to handle multiple tasks simultaneously; Ability to handle and maintain confidential information and exercise discretion and sound judgment.

Preferred Qualifications

Education: Bachelor's Degree
Experience: 5 years of administrative support experience with at least 1 year of experience in a higher education administrative office and at least 1 year of experience in high-level administrative office; Certified Administrative Professional (CAP) certification.
Knowledge, Skills, Abilities: Knowledge of organization and functions of the Division of Student Life; Knowledge of University functional areas outside of the Division; Ability to research peer and aspirant institutions regarding policies, initiatives, and processes; Knowledge of UT databases and systems (IRIS, Banner, TouchNet, etc.).

Work Location

Location: Onsite in Knoxville, TN

Compensation and Benefits

UT market range: MR05
Anticipated hiring range: commensurate with education and experience
Find more information on the UT Market Range structure here
Find more information on UT Benefits here

Application Instructions

To express interest, please submit an application with the noted below attachments

Resume
Cover Letter
List of 3 Professional References

Additional Information on all postings provided by UTK

About Us

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/3551/?mode=location