Job No. 155482
- Job Title:
- Assistant to the Chancellor, Office of the Chancellor
- Employer:
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The University of Tennessee at Chattanooga
- Location:
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Chattanooga , TN
- Posting Date:
- 16-May-2025
- Description:
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Job Description
The Assistant to the Chancellor performs high-level administrative work in support of the Chancellor and Office of the Chancellor. The position reports directly to the Chancellor and is responsible for management of the office, including developing, implementing and maintaining office procedures in accordance with university policies. The position’s work complexity is characterized by the ability to interact effectively and timely with diverse individuals, departments and organizations to develop and maintain the integrity of the Office of the Chancellor. Due to the sensitive information handled by this position, a high level of confidentiality is essential. This position works regularly with all levels of internal administrators, staff, faculty, students as well as external university constituents.
Responsibilities
Office Support
Serves as principal liaison of the Office of the Chancellor with various constituents including local, state, and national officials, legislators and trustees; uses independent judgment in completing activities for the Chancellor or referring to appropriate team members; follows up on emerging issues and ensures timely response to urgent matters as they arise; delivers excellent customer service, manages difficult situations effectively, responds promptly to customer and student needs, and meets all commitments; assists in building and maintaining open and productive relationships with staff, faculty, students and internal and external constituents.
Provides executive level scheduling for the Office of the Chancellor by anticipating, evaluating and prioritizing appointments, and providing all necessary materials for each engagement; coordinates all travel arrangements and processes reimbursements for the Office of the Chancellor.
Opens, sorts and distributes all mail for the Office of the Chancellor; maintains office files and records, and manages an extensive and comprehensive filing system for the Chancellor; maintains inventory of office supplies, anticipates office needs and manages all purchasing; ensures operation of office equipment and troubleshoots malfunction of office equipment as needed.
Monitors and completes detailed management of monthly budget and procurement card reconciliations for the Office of the Chancellor, including payroll, purchasing, disbursements and reimbursements. Works closely with the financial management of special funds that flow through the Chancellor's Office.
Communications
Organizes and ensures timely processing of various documents, and drafts and edits correspondence, including emails and memos for review and approval by the Chancellor; prepares agendas, composes detailed and accurate minutes for various meetings, and coordinates the preparation of documents and large mailings for the Office of the Chancellor.
Collects and compiles data from campus areas and writes reports analyzing data collected to be used by the Chancellor for meetings with internal and external constituents; synthesizes data into presentations or other formats for the Chancellor's use in multiple settings (meetings, etc.); drafts special reports or writing assignments per the Chancellor's request; provides executive summaries of lengthy and/or complex documents.
Special Projects
Performs lead role on projects such as annual reports, community engagement initiatives, and other confidential correspondence; collaborates as a member of the Chancellor's team to strategize and create solutions to campus issues; creates visuals and supporting documents (presentations, reports, executive summaries, briefings) for the Chancellor; analyzes complex problems and suggests solutions; analyzes deliverable timelines and monitors outcomes.
Maintains tracking of projects and initiatives and provides retrieval of information to ensure the Chancellor is prepared for all meetings; assists with coordinating campus events as needed; and completes other duties and special projects, as assigned by the Chancellor.
The successful candidate will demonstrate the following:
Strong attention to detail and the ability to manage multiple responsibilities simultaneously
Ability to manage complex and diverse projects
Ability to synthesize multiple sources of information into various formats (presentations, briefings, summaries, etc.)
Excellent oral, written and analytical skills
Ability to complete projects within a complex organizational setting in a timely manner
Ability to analyze problems from a strategic and tactical perspective and identify appropriate solutions
Ability to work cross-functionally and confidentially to solve issues unique to the Office of the Chancellor
Skilled at diplomacy, discretion and responsiveness
Advanced knowledge of computing systems to include word processing, database, presentation software
Ability to develop, build and maintain positive and professional working relationships as an ambassador of the Office of the Chancellor.
Ability to be available outside traditional business hours as needed.
- Contact information:
- The University of Tennessee at Chattanooga
- Chattanooga, TN 37403
- United States
- Employer's Website:
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