Administrative Associate / Event Coordinator: College of Arts & Sciences - UTK

Administrative Associate / Event Coordinator: College of Arts & Sciences - UTK University of Tennessee - Knoxville - 4.1 Knoxville, TN Job Details Full-time $47,000 - $52,000 a year 13 hours ago Qualifications Microsoft Word Hospitality Microsoft Excel Customer service Event planning Accounting software Project coordination Mid-level Administrative experience Bachelor's degree Budgeting Ellucian Associate's degree 2 years Full Job Description This position will work as part of CAS Support Services and perform all administrative functions, office management, and assist with financial planning and oversight of funds for the Department of Africana Studies. Must have the ability to multi-task and supervise work study students. Acts as liaison between other campus units, including several of the interdisciplinary programs in the College of Arts and Sciences and departments which cross-list courses with Africana Studies. This position will also provide special events management for designated departments, overseeing all operational and administrative aspects of events. This position provides communications, financial, and project management support for events of specified departments. Event Coordination / Development / Promotion Plan, organize, and execute events and meetings Develop procedures and protocols for events Coordinate event logistics, meeting with the faculty host to organize the event and related itineraries, and manage the logistics to include: coordinating finding suitable locations, arranging travel for guests (transportation and lodging), arranging catering/food, audio visual equipment, security, parking, and clean up Coordinate pre-event and on-site communication with hosts, participants, staff, administrators, and vendors Build and maintain relationships with key vendors and university partners before, during and after events Maintain calendar of events in order to provide effective long-term planning and event management, anticipating competing events and prioritizing planning to ensure each event is successful Manage event deadlines, tracks progress, and ensures event stays on track Work closely with communications, administration and finance staff to oversee and facilitate event processes Supervise, direct and coordinate the activities of personnel and vendors as required to execute all aspects of events Work with campus partners on safety and security goals and plans for events Perform post-event strategic analysis, including budget recaps and results of participant feedback to assess the success of the event, determining where improvements are needed and adjusting future strategies based on these determinations Partner with CAS Communications to ensure compliance with University communications-related policies and guidelines, such as UT branding, to develop event promotion plans and resources for CAS Shared Services departments Compile information to send to CAS Communications: abstract, promotional biographies, pictures, event details (time, date, location, etc.); submits project requests to CAS Communications Communicate with key stakeholders within the college to ensure event success Review communications strategies for events to determine effectiveness of the communications, using outcomes of this review to determine what communications channels are most effective and determine what adjustments should be made to better utilize communications resources Prepare files for printing and managing orders with University Printing and Mail (UPM) Photograph events as needed Prepare award certificates Draft promotional and information pieces on events for newsletters and websites Prepare follow up communication, including thank you notes Human Resources and Faculty Support Functions Assist with ensuring that department and university policies, practices and procedures are understood and followed by faculty and staff, and ensure that necessary compliance documents are submitted Coordinate tenure-track faculty searches with the department head, from posting, submission in Interfolio, to ensuring compliance, as well as planning logistics for candidate visits, which includes lodging and travel arrangements Submit postings in Interfolio and external job sites for Lecturer appointments and plan logistics for candidate visits Complete Recommendation for Faculty Appointment forms and processes the initial hire forms Coordinate compilation and preparation of tenure-track faculty tenure and promotion dossiers and lecturer promotion dossiers; serve as liaison with the College office for this process Prepare, complete and submit student hires, including ensuring appropriate access and space is provided Process personnel changes for faculty, staff and students Coordinate faculty leave process, assisting with the completion of leave requests and submission, as well as ensuring faculty approved for leave are placed on the appropriate type of leave Organize and plan departmental meetings of the Core Faculty and Advisory Board, including scheduling and notifying attendees, supplying agendas, attending meetings, and taking and preparing meeting minutes Provide work direction to work study students Support for Student Programs Maintain up-to-date data and statistics on majors, minors, and graduate certificate candidates Enters timetable for AFST courses in timetable and consults with department head to establish class schedule prior to entry in Banner. Processes drop and add requests, override requests, and creates wait lists in Banner Works with Humanities Advisor on the submission of course petitions Coordinates with the department head curriculum submissions to College during curriculum change process for inclusion in the undergraduate catalog Maintains updates to SACS website for the annual SACS review in order to maintain accreditation Organizes annual "meet and greet" for undergraduate majors and minors; coordinates exit interviews with graduating seniors Organizes Student SACSCOC meetings Financial Assist in the creation of budgets for yearly projects and prepare financial reports necessary for department head's planning Verify balance and earnings on enrichment account and travel endowment account to ensure funds are available for distribution of student scholarships Process scholarship requests with the Office of Financial Aid Review DASH financial reports to ensure charges have posted to the correct account and to verify that all charges are valid for the unit Process departmental invoices and petty cash reimbursements Make purchases through MarketPlace, as well as procurement card purchases and reconcile charges each month Prepare and coordinate purchase requisitions as needed Enter travel requests and reimbursements Serve as Computer Upgrade Program coordinator, submitting upgrade requests and purchasing computers approved through the program Serves as inventory coordinator as well as OIT coordinator for departmental computers; assist with repairs/returns as well as troubleshooting for vendors Required Qualifications: Education and Experience: Associate's degree with a minimum of 4 years of administrative work and event planning or hospitality experience. Knowledge, Skills, Abilities: Excellent leadership, administrative, and problem-solving skills Outstanding interpersonal, verbal and written communication skills, with the proven ability to work collaboratively as a team player as well as develop and foster communication and teamwork with a diverse audience Strong customer service skills, attention to detail and time management Proficiency in using Microsoft Word, Excel spreadsheets, databases, and accounting software and demonstrated ability to learn new software and processes Event planning skills and experience Demonstrated ability to plan and manage budgets Strong project coordination skills with the ability to create comprehensive event timelines from conception through follow-up Excellent problem solving and analytical skills Ability to manage and organize multiple projects 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 with a minimum of 2 years of administrative work experience in higher education. Knowledge, Skills, Abilities: Knowledge of UT policies and procedures Experience in higher education event planning Work Location: Onsite at the University of TN, Knoxville Compensation and Benefits: UT market range: 07 Anticipated hiring range: $47,000 - $52,000 DOE&Q Application Instructions: For full consideration, interested individuals should provide the documents listed below. Screening of applicants will begin immediately and will continue until the position has been filled. Resume Cover letter addressing professional experience relevant to each required minimum qualification Contact information for 3 professional references 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 employeesthe Volunteerswho 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!