Administrative Support Assistant, Undergraduate Programs Office - Haslam College of Business

Administrative Support Assistant - Undergraduate Programs Office
Haslam College of Business
Regular Full-Time, Market Range 3

The Haslam College of Business (HCB) at the University of Tennessee, Knoxville, invites applications for an Administrative Support Assistant (Full-time, Non-exempt) in the Undergraduate Programs Office. Reporting to the Executive Director, this position will play a vital role within the Undergraduate Programs Office, providing essential administrative support to ensure the efficient operation of office functions. This multifaceted position encompasses various responsibilities, including office management and support, petition processing, event coordination, and student worker onboarding and payroll. The ideal candidate will possess a combination of high-quality service, administrative skills, attention to detail, and a commitment to supporting student success.

Responsibilities:

Office Management

• Oversee the front desk and perform office functions, including reception duties, assisting with event and room scheduling, and other general administrative support for unit.
• Provide administrative support, including scheduling meetings, maintaining calendars, and managing correspondence.
• Answer phones, check students into appointments, and provide customer service.
• Organize and maintain office supplies, equipment, and records to ensure accessibility and efficiency.
• Opens and closes advising suite.

Petition Management

• Develop working knowledge and understanding of Haslam College of Business curriculum, degree requirements, and academic policies.
• Serve as liaison between advising unit and Vol Core petition process. Route petitions and supporting documentation to appropriate committee.
• Enter petitions into the degree audit system.
• Manage the filing and storage of petitions.
• Coordinate with advisors, directors, registrar team, and others to facilitate the review and resolution of petitions in a timely manner.

Event Coordination

• Support the planning and execution of the college commencement ceremony. Serve as liaison with university events and protocol team to keep event planning on schedule.
• Assist with the development and distribution of commencement materials and logistics, including programs, scripts, stage party assignments, parking, regalia and honor cords.
• Provide logistical support for Venture Living Learning Community events, including room reservations, transportation, and coordination of guest speakers.
• Assist in organizing and coordinating office gatherings, such as staff meetings, retreats, file review, and celebrations. Manage event logistics, including venue selection, catering arrangements, and agenda development.

Student Worker Onboarding

• Facilitate the administrative aspects of the student peer mentor onboarding process, including scheduling training sessions, collecting required documentation, and ensuring completion of necessary paperwork.
• Serve as a point of contact for newly hired student peer mentors, providing guidance and support throughout the onboarding process.
• Manage student workers in the advising suite. Assist in the training and development of front desk student workers.

Other Duties & Projects

• Attend unit and college meetings
• Participate in professional development activities
• Support initiatives and special projects as needed

Qualifications:

Required Qualifications and Experience:

• High school diploma required
• Proven experience in administrative support roles in office or customer service environment.

Desired Qualifications and Experience:

• Associate’s degree preferred
• Proven experience in administrative support in an academic setting.

Knowledge, Skills and Abilities:

Required:

• Strong organizational and time management skills, with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal abilities, with a customer service-oriented approach.
• Proficiency in office software applications, including Microsoft Office suite and database management systems.
• Ability to utilize technology for cloud-based file storage, room reservations and event scheduling.
• Ability to work both independently and collaboratively in a fast-paced environment, demonstrating flexibility and adaptability.

Preferred:

• Proficiency in student information systems (Banner).

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.