The University of Tennessee Health Science Center · 3 weeks ago
Administrative Coordinator, Office of Research, Innovation, & Economic Development - UTK
Knoxville, TN
Full-time
Onsite
Senior Level
5+ years expThe University of Tennessee Health Science Center is part of the Shared Administrative Services team, focusing on providing executive-level administrative support to the Office of Research, Innovation, & Economic Development. The role involves managing schedules, coordinating meetings and events, and supporting the ORIED leadership team in a dynamic environment.
Health CareHigher EducationMedical
Responsibilities
Each SAS administrative coordinator provides support to multiple individuals in ORIED leadership positions for the following: 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
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
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
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
Required
Education: High School diploma or GED
Experience: All of the following: High school diploma or equivalent; five years of experience as an administrative assistant in an office environment; any level of event planning experience
Knowledge, Skills, Abilities: Exceptional customer service approach to all interactions with UT faculty, staff, and executives, as well as external guests
Knowledge, Skills, Abilities: Commitment to supporting the workload of the entire team in a positive, equitable, and flexible manner
Knowledge, Skills, Abilities: Strong personal initiative to proactively manage assigned tasks and meet deadlines under minimal supervision
Knowledge, Skills, Abilities: Excellent organizational skills and attention to detail
Knowledge, Skills, Abilities: Ability to multi-task and prioritize assignments
Knowledge, Skills, Abilities: Professional writing and proofreading skills
Knowledge, Skills, Abilities: Proficiency with the Microsoft Office software suite, especially Outlook
Knowledge, Skills, Abilities: Professional integrity, including a thorough understanding of confidentiality
Preferred
Education: Associate's Degree or Bachelor's Degree
Education: Certified Administrative Professional (CAP) credential
Experience: All of the following: High school diploma or equivalent; five years of experience as an administrative assistant in an office environment; any level of event planning experience
Knowledge, Skills, Abilities: 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
Company
The University of Tennessee Health Science Center
Established in 1911, The University of Tennessee Health Science Center aims to improve human health through education, research, clinical care and public service.
1001-5000 employees
H1B Sponsorship
The University of Tennessee Health Science Center 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 (100)
2024 (91)
2023 (86)
2022 (74)
2021 (69)
2020 (82)
Funding
Current Stage
Late StageTotal Funding
$10.91MKey Investors
National Cancer InstituteHealth Resources and Services Administration
2022-08-26Grant· $3.16M
2022-07-26Grant· $3.9M
2022-03-31Grant· $2.05M
Leadership Team
Rachal McCray
CTO/ Police Dispatcher
Raaj Kurapati
Executive Vice Chancellor and Chief Operating Officer
Recent News
2025-10-02
Genetic Engineering News
2025-09-28
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