Administrative Support Specialist, Office of the Chancellor
Administrative Support Specialist, Office of the Chancellor
Chattanooga, TN, United States
Job Identification: 3431
Job Category: Administrative
Posting Date: 06/12/2025
Job Schedule: Full Time
Locations: 611 McCallie Avenue, Chattanooga, TN, 37403, US
Job Description
The Administrative Support Specialist in the Office of the Chancellor provides organizational and operational assistance within the overarching functions of the unit as well as the event and programming arm of the unit.
Duties include but are not limited to calendar management, budget/travel administration, triaging of phone lines and office guests, office database and inventory maintenance, internal and external communications, and assistance with the planning and execution of campus-wide events.
The Administrative Support Specialist will exercise efficiency, professionalism and integrity, exceptional customer service, and flexibility while executing duties.
Responsibilities
Assists with planning and execution of university-wide events:
- Schedules and attends meetings with campus and/or community partners when needed
- Submits space and/or catering reservations
- Prepares agendas and other public facing materials
- Gathers items needed for the set-up and facilitation of events
- Files documents into shared database for posterity
- Collects and records RSVPs
- Processes invoices and/or receipts
- Assists with correspondence on behalf of Director of University Events
- Attends and staffs events and/or meetings on campus when needed
Provides operational support to overarching office and staff:
- Assists with reception of phone calls and in-person guests of the office
- Assists with processing of invoices, receipts, and/or travel records
- Schedules and at times attends meetings as needed
- Assists with the supervision of student workers and/or Chancellor's Ambassadors
- Handles and stores confidential and sensitive records
- Assists with the management of the office's technology, giveaway, and office supply inventory
- Provides support for adjacent executive offices during the vacancy or on-boarding of new staff
- Understands the role and nature of the Office of the Chancellor within the institution and larger UT System
- Contributes to general office optimization and efficiency
- Exhibits exceptional customer service, care, and professionalism in all interactions with both the campus and local community
- Assists in managing the Events Management System (EMS) for university events in the Chancellor's Room
- When necessary, resolves issues related to event scheduling
- Gathers information on events
- Directs calls to other offices as needed
- Develops, maintains, and continuously revises the Chancellor's Office website and manages alcohol requests
The ideal candidate will possess the following:
- Excellent communication skills, both oral and written, and interpersonal skills
- Strong organizational skills with the ability to manage multiple projects and tasks simultaneously
- Ability to exhibit professionalism, integrity, consideration, and confidentiality in all areas of role
- Proficient knowledge of all Microsoft 365, Google Workspace, and Adobe applications
- Knowledge and understanding of University's vision and mission
- Knowledge of budgeting, account reconciliation, and accounts payable
- Significant knowledge of a university or other higher education institution
- Working knowledge and understanding of technology applications to facilitate communications, including web applications and collaboration/communication tools
The review of applications will begin June 23, 2025, and will continue until the position is filled.
Qualifications
Minimum: Requires a high school diploma and four years of relevant experience including one year in event planning with logistics, contract arrangements, catering knowledge, and creative ingenuity, or an equivalent combination of education, training, and experience.
Preferred: A bachelor's degree and experience at a higher education institution- preferably in event planning, alumni and development, and special projects is preferred.
About Us
To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/3431/?mode=location
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