Job No. 156072
- Job Title:
- Administrative Specialist - College of Architecture & Design - UTK
- Employer:
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The University of Tennessee
- Location:
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Knoxville , TN
- Posting Date:
- 05-Aug-2025
- Description:
-
Job Description
The University of Tennessee College of Architecture and Design invites applications for the position of Administrative Specialist for the School of Architecture. This role reports to the Director of the School of Architecture and provides essential administrative support to ensure the smooth operation of the school. The Administrative Specialist plays a key role in the evolution and success of the school, working collaboratively with the director to ensure effective and efficient operations for faculty, staff, students, alumni, and visitors.
Responsibilities
Administrative Support and Coordination:
Maintain the director's calendar and assist with school scheduling needs.
Take meeting minutes for the director as required.
Perform other duties as assigned by the director.
Serve as a backup for other school administrative assistants.
Assist with internal and external reporting and data management within the school.
Event Planning and Financial Management:
Oversee the planning and setup of school-level events, including payment and expense processing.
Organize and coordinate school-specific events such as faculty and student luncheons, and guests to the school.
Process school-funded purchasing requests and assist with the monthly reconciliation of the director’s P-card.
Facilitate signatures and processing of honoraria and out-of-pocket expense reimbursements.
Process faculty HR paperwork and procedures (hires, reappointments, promotion and tenure, evaluations, etc.) in liaison with the CoAD Finance and Administration Unit.
Support faculty purchasing related to course materials.
Student Support and Admissions:
Assist prospective M.Arch students with information requests and track admissions process completion.
Support enrolled M.Arch students with registration, degree candidacy, etc., and assist undergraduate Interior Architecture students registering for 500-level classes.
Assist with the processing of graduate Chancellor’s Fellowships and notify the Bursar’s office on GA tuition waivers.
Travel Management:
Assist faculty with school-funded travel requests and the planning of field trips.
Make all travel arrangements for the director and manage travel by faculty and students in the school.
Strategic Initiatives and Recruiting:
Assist with the implementation of strategic initiatives planned for and within the department.
Assist the director directly in recruiting, admissions, and retention of students.
Manage and maintain a strong recruiting process, including coordinating inquiries, scheduling campus visits, and keeping records on all prospect interactions.
Qualifications
Required
Education: Associate’s degree
Experience: 4 - 5 years of professional administrative or customer service experience at a reputable organization.
Knowledge, Skills, Abilities:
Excellent presentation, communication, and writing skills
Excellent decision-making and team-based interpersonal skills and sound judgement
Ability to multi-task in a high stress and fast paced environment.
Knowledge of related procedures and systems.
Computer skills, including MS Office 365, financial records, student records systems.
Customer service skills.
Ability to multitask
Interpersonal and communication skills.
Ability to work effectively with a wide range of constituents in a diverse community.
Ability to gather data, compile information, and prepare reports.
Ability to use tact and discretion when dealing with a variety of confidential issues.
Preferred
Education: Bachelor’s degree
Experience: 4 -5 years of professional administrative or customer service experience at a University
Work Location
Knoxville, TN (On-Site)
- Contact information:
- The University of Tennessee
- Knoxville, TN 37996
- United States
- Employer's Website:
-
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