Apply on Employer Site

University of Tennessee, Knoxville · 3 weeks ago

Administrative Coordinator, Office of Research, Innovation, & Economic Development - UTK

Knoxville, TN

Full-time

Onsite

Senior Level

5+ years exp

The University of Tennessee - Knoxville is seeking an Administrative Coordinator for the Office of Research, Innovation, & Economic Development. This role involves providing executive-level administrative support to ORIED leadership, including calendar management, meeting coordination, travel support, and event planning.

Higher Education

H1B Sponsor Likely

Responsibilities

Executive support: Includes calendar/time management, scheduling meetings for multiple executives on ORIED's leadership team, with high-level attendees (e.g., deans, chancellor, legislators, CEOs, etc.), communicating with attendees about the purpose and goal of meetings, updating and monitoring schedules, prioritizing between meeting requests, following up to ensure timely responses, and similar functions

Meeting support: Work with ORIED leadership team members to plan, coordinate, and manage logistics of meetings, including internal meetings for staff within another ORIED division or team, meetings with a focus on UT faculty, staff, and students, and meetings for external audiences, such as interviews and advisory, community, or industry groups. meetings may be small (2-5 people) to large (50+), and in person or virtual. Meeting management may include recurring, division-wide meetings. Meetings may take place virtually, in person at various locations across campus, or offsite. For in-person meetings, manage administrative details including catering orders, room reservations, parking arrangements, technology set-up and troubleshooting, set-up and take-down, and similar functions. Meetings are often high-profile (e.g., with deans, chancellor, legislators, CEOs, etc.) with sensitive handling required

Travel support: Includes planning and scheduling, completing registrations and reservations, processing travel reports for reimbursement, ensuring travelers have received all essential details, and similar functions

Communication support: Includes initiating and drafting correspondence on behalf of the executive (at times communicating on behalf of the executive), obtaining information from multiple sources needed to provide context and guidance to meeting attendees, delivering promised or scheduled information on time, serving as a point of contact for attendee questions and responding in a timely manner, providing guidance and direction to visitors, preparing agendas and itineraries, drafting memos and letters, submitting requests for interviews, and other correspondence for distribution

Team support: Coordinate shared administrative work that supports the entire office, including database entry, report updates, shared resource management, and similar functions

Office support: Liaise with other members of the RFA team to complete basic office functions, such as preparing budgets for AVC impact areas, tracking integrated accounts at the AVC level, managing contracts for functional areas on a macro-level, ordering supplies and promotional items, managing human resource issues, reviewing charges to stay within project budget targets, and similar functions

Event Planning and Execution: Each SAS administrative coordinator provides support to multiple individuals in ORIED leadership positions for the following. Many assignments in this space may include providing overflow support for events coordinated by other administrative support personnel serving the leadership team. Events are often high-profile (e.g., with deans, chancellor, legislators, CEOs, etc.) with sensitive handling required

Work with ORIED leadership team members to plan, coordinate, and manage logistics of events, including internal events for staff within another ORIED division or team, events with a focus on UT faculty, staff, and students, and events for external audiences, such as advisory, community, or industry groups. Events may be small (10-15 people) to large (50+), and in person or virtual

Includes identifying and reserving event venues and meeting spaces; coordinating catering or restaurant reservations; organizing campus tours; securing transportation and/or parking; providing directions to meeting locations; proactively identifying and coordinating audiovisual needs and technical support; and keeping event expenses within budget

Provide on-site, day of event/meeting management and assistance

Team improvement: Each member of SAS is expected to be an active participant in meeting team objectives and goals, and improving work outcomes

Under the general supervision of the Senior Business Manager, administrative coordinators analyze information and interpret situations to determine how to solve a problem or complete an assignment effectively, and share these solutions and best practices with other members of the team. They also make recommendations to the team lead to create and change office-level procedures

Other duties as assigned: Includes (but is not limited to) temporarily assuming additional administrative duties (especially scheduling and time management needs) in the event of a job vacancy on the team, until the position can be filled

Qualification

Event planningMicrosoft OfficeCustomer serviceProfessional writingOrganizational skillsConfidentialityIRIS/OracleCayuse/HuronConcur Travel25LiveTaleoMulti-taskingAttention to detailInitiative

Required

High School diploma or GED

Five years of experience as an administrative assistant in an office environment

Any level of event planning experience

Exceptional customer service approach to all interactions with UT faculty, staff, and executives, as well as external guests

Commitment to supporting the workload of the entire team in a positive, equitable, and flexible manner

Strong personal initiative to proactively manage assigned tasks and meet deadlines under minimal supervision

Excellent organizational skills and attention to detail

Ability to multi-task and prioritize assignments

Professional writing and proofreading skills

Proficiency with the Microsoft Office software suite, especially Outlook

Professional integrity, including a thorough understanding of confidentiality

Preferred

Associate's Degree or Bachelor's Degree

Certified Administrative Professional (CAP) credential

Experience with software programs and tools used at UT or in other academic institutions, such as IRIS/Oracle, Cayuse/Huron, Concur Travel, 25Live, Taleo, etc

Benefits

Career development and coaching

Continued education

An extensive list of development and training possibilities

Company

University of Tennessee, Knoxville

Glassdoor4.3

As the state’s land grant, research-intensive institution, the University of Tennessee, Knoxville, is a university that leads.

Founded in 1794

Knoxville, TN, US

10001+ employees

https://www.utk.edu

H1B Sponsorship

University of Tennessee, Knoxville has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (143)

2024 (100)

2023 (100)

2022 (83)

2021 (77)

2020 (108)