Administrative Assistant - University Housing

Administrative Assistant

University Housing

University Housing within the Division of Student Life invites applications for the position of Administrative Assistant. The Administrative Assistant provides administrative support to the Executive Director of University Housing.

Our mission is to foster positive, student-centered residential communities supporting the academic mission of the university. We provide a defining experience for students through programs and amenities that facilitate individual learning and development. University Housing’s value and services enhance the overall university student experience.

The Position: In collaboration with the Executive Director, this position provides executive level administrative support for University Housing. University Housing is an auxiliary operation with a team of over 250 full-time staff members and over 450 student positions and comprising four functional units. We aim to provide a foundation for student success and make our students feel at home sweet home on Rocky Top.

Responsibilities:

• Provide administrative support to the Executive Director of University Housing

• Triage calls from staff, faculty, students, parents, and others by assisting when possible and routing to appropriate personnel or departments

• Prepare correspondence, reports and other University documents for Executive Director

• Record, prepare, and distribute minutes from departmental meetings

• Maintain calendar for the Executive Director and compile documentation relevant to meetings; correspond with individuals regarding meetings with the Executive Director

• Assist in scheduling events in meeting rooms in University Housing main office and residence halls

• Maintain filing system and inventory of office supplies; order and disseminate office supplies

• Arrange travel and process travel documents for the Executive Director and departmental staff

• Assist the Executive Director with administrative staff searches

• Assist in the maintenance of departmental records and storage, including electronic files

• Research peer and aspirant institutional policies, procedures, and initiatives

The University and Region: UTK is the state’s flagship, land-grant university. We are a Research 1 university, housing 11 colleges and 900 programs of study. With an enrollment of 30,000 students, our undergraduate and graduate programs are repeatedly ranked among top national programs. The city of Knoxville is a hidden gem with a beautiful and walkable downtown, a diverse music scene, active neighborhoods, unique restaurants, and a robust offering of outdoor and cultural activities. UTK is located within easy driving distance to Asheville, Nashville, Atlanta, and the Great Smoky Mountains; and a day’s drive to Memphis, Chicago and Washington D.C. Knoxville and the surrounding counties have a statistical area population of over 850,000 people. The Knoxville region houses many leading corporations, including Bush Brothers & Company, Discovery Inc., Tennessee Valley Authority, and Oak Ridge National Laboratory.

What We Require

Education: High School Diploma

Experience: 3 years of administrative support experience

Knowledge, Skills, and Abilities:

• Strong word processing skills; proficient with computer email and attachments

• Skills managing databases and spreadsheets

• Strong interpersonal, verbal, and written communication skills

• Ability to handle multiple tasks simultaneously

• Ability to accomplish job related tasks without direct supervision

• Ability to determine daily priorities for assignments, projects, meetings, and appointments

• Ability to handle and maintain confidential information and exercise discretion and good judgment

Salary: The salary for this position is commensurate with experience and other qualifications and is accompanied by a standard university benefits package. This is a full-time, staff position.

Application Process: Please complete the on-line application for full consideration. Applicants should include a cover letter, resume and a list of at least three references (with current e-mail address and phone number/s) in the application file. A review of all applications will begin immediately and will continue until the position is filled.