Administrative Program Specialist - Undergraduate Programs Office (Haslam College of Business)

ADMINISTRATIVE PROGRAM SPECIALIST

Undergraduate Programs Office - Haslam College of Business

Regular Full-Time, Market Range 6

The Haslam College of Business (HCB) at the University of Tennessee, Knoxville, invites applications for a Administrative Program Specialist (Full-time, Non-exempt) in the Undergraduate Program Office. Reporting to the Executive Director, the Administrative Program Specialist will be responsible for the creation and maintenance of the timetable of classes and management of classroom assignments in the Haslam College of Business. The position ensures the efficient scheduling of academic courses and activities to meet the college's objectives and the needs of students, faculty, and staff.

Responsibilities:

Timetable of Classes

• Collaborate with academic departments, department leadership and faculty, and administrative staff to gather course schedules and enrollment projections to ensure accurate and efficient timetable creation.
• Serve as a liaison with Registrar's Office on timetable process, workflows, and submission deadlines.
• Maintain accurate records of course schedules, room assignments, faculty availability, and any changes or updates made to the timetable.
• Provide timely communication to relevant stakeholders regarding timetable changes, updates, or conflicts, ensuring transparency and clarity.
• Address conflicts or challenges related to scheduling by proposing viable solutions that align with academic and resource constraints.

Classroom Scheduling

• Coordinate and allocate available classrooms, lecture halls, and specialized spaces for academic courses, exams, seminars, and other related activities within the Haslam College of Business
• Utilize scheduling software and tools to efficiently assign rooms based on course requirements, class sizes, faculty preferences, and technological needs.
• Collaborate closely with academic departments, faculty members, and administrative staff to gather scheduling requests, preferences, and constraints, ensuring accurate and optimal classroom assignments.
• Maintain detailed records of room assignments, changes, and updates to facilitate transparency and accuracy in scheduling.

Enrollment Management

• Collaborate with directors and academic advisors to monitor course enrollments and business course waitlists. Assist with registration process when additional seats and/or sections are made available.
• Organize business class prerequisite checks at the end of each academic term. Make appropriate decisions to drop courses for students who do not satisfactorily complete course prerequisites.

Special Projects & Other Duties

• Attend unit and college meetings
• Assist with planning and implementation of events
• Participate in professional development activities
• Support initiatives and special projects as needed

Qualifications:

Required Qualifications and Experience:

• High school diploma and five years of relevant experience, or Bachelor's degree and two years of relevant experience, or Master's degree
• Previous experience within an academic setting

Desired Qualifications and Experience:

• Previous experience in timetable creation and scheduling

Knowledge, Skills and Abilities:

Required:

• Strong organizational skills with attention to detail
• Strong analytical and problem-solving skills
• Ability to work under pressure, prioritize tasks, and meet deadlines
• Excellent communication and interpersonal abilities to collaborate effectively with diverse stakeholders
• Proficiency in technology, systems, and tools related to course scheduling and student information (such as Banner, 25Live, Microsoft Excel, etc.)
• Knowledge of and adherence to FERPA regulations

Application Process:

The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. Screening of applicants will begin immediately and will continue until the position has been filled.

Interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for 3 professional references.

All qualified applicants will receive equal consideration for employment and admissions without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status.

Eligibility and other terms and conditions of employment benefits at The University of Tennessee are governed by laws and regulations of the State of Tennessee, and this non-discrimination statement is intended to be consistent with those laws and regulations.

In accordance with the requirements of Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities

Act of 1990, The University of Tennessee affirmatively states that it does not discriminate on the basis of race, sex, or disability in its education programs and activities, and this policy extends to employment by the University.

Inquiries and charges of violation of Title VI (race, color, national origin), Title IX (sex), Section 504 (disability), ADA (disability), Age Discrimination in Employment Act (age), sexual orientation, or veteran status should be directed to the Office of Equity and Diversity (OED), 1840 Melrose Avenue, Knoxville, TN 37996-3560, telephone (865)974-2498 (V/TTY available) or 974-2440. Requests for accommodation of a disability should be directed to the ADA Coordinator at the Office of Equity and Diversity.