Administrative Specialist Division of Student Life, Leadership and Engagement Team - UTK

The Administrative Specialist serves as the central administrative and operational resource for the Jones Center for Leadership and Service, the Office of Sorority and Fraternity Life, and the Student Union, ensuring the efficient day-to-day operations of three highly visible departments within the Division of Student Life. This position provides comprehensive administrative support by serving as the primary point of contact for visitors, managing shared communication channels, coordinating office operations, and facilitating business processes related to purchasing, travel, facilities, technology, and financial documentation. The Administrative Specialist coordinates office logistics including space reservations, building access, maintenance requests, supply and equipment management, onboarding support, search coordination, and meeting and event logistics while maintaining exceptional customer service for students, faculty, staff, alumni, and community partners. Working collaboratively with departmental leadership and Student Life Finance and Administration, this role helps ensure operational continuity by coordinating administrative processes, maintaining accurate records, supporting compliance with university policies, and proactively identifying operational needs across the three departments. In addition, the Administrative Specialist contributes to special projects and departmental initiatives and serves as the primary backup to the Administrative Specialist supporting the Assistant Vice Chancellor for Leadership and Engagement, helping ensure seamless administrative support across the Leadership and Engagement portfolio.

ADMINISTRATIVE SUPPORT

• Answer phones and respond to inquiries from students, families, faculty, staff, alumni, and community members
• Support daily front-office operations across the three units
• Manage shared office email accounts and departmental inquiry systems, including student help requests related to student athletic ticketing
• Welcome visitors and provide customer service support
• Coordinate office access requests, key requests, and building access processes
• Maintain office records, filing systems, and administrative procedures
• Coordinate catering orders and meeting logistics
• Maintain inventory of office and event supplies
• Assist with onboarding processes for new staff
• Coordinate business cards, name badges, and departmental materials
• Support special projects and initiatives assigned by departmental leadership
• Provide backup support to the Administrative Specialist for the Assistant Vice Chancellor for Leadership & Engagement during absences or peak times

FINANCIAL AND BUSINESS OPERATIONS

• Serve as procurement card holder and manage purchasing transactions
• Order office supplies, program materials, event supplies, and equipment through Marketplace and approved vendors
• Track procurement card and travel card expenses and collect required documentation
• Collect necessary documentation for  invoices, reimbursements, registrations, and related financial transactions and forward to Student Life Finance and Administration for processing

FACILTIES, TECHNOLOGY, AND SPACE COORDINATION

• Submit and monitor facilities maintenance requests
• Coordinate office moves, furniture requests, and space improvements
• Manage copier maintenance, toner replacement, paper inventory, and printing requests
• Coordinate phone, computer, and technology requests
• Maintain departmental technology and equipment inventories
• Review and approve designated 25Live space requests within established guidelines
• Coordinate room reservations and space scheduling

TRAVEL AND POSITION SEARCH PROCESS SUPPORT 

• Coordinate travel arrangements and travel reimbursements for staff
• Manage conference registrations and lodging arrangements
• Coordinate interview schedules, candidate travel, itineraries, and search logistics for position search processes

Required Qualifications

• Education: High school diploma or GED
• Experience: 2 years of administrative support experience (bachelor’s degree can be substituted for experience)

• Knowledge, Skills, Abilities: 

  • Strong organizational skills with the ability to manage multiple reservations and deadlines simultaneously

  • Excellent written and verbal communication skills for effective coordination with diverse campus constituents  

  • Customer service-oriented mindset with a professional, welcoming demeanor.  

  • Ability to work independently and exercise sound judgment in a fast-paced event environment 

  • Ability to organize and prioritize multiple responsibilities while managing competing deadlines in a fast-paced environment

  • Skill in providing exceptional customer service and interacting professionally with students, faculty, staff, families, alumni, vendors, and community partners

  • Ability to communicate effectively, both verbally and in writing, while exercising professionalism

  • Skill in using standard office technologies and business software, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and collaborative platforms

  • Ability to maintain confidentiality and exercise sound judgment when handling sensitive information and records

  • Knowledge of general office administration principles, including records management, scheduling, purchasing, and business correspondence

  • Ability to work independently while also collaborating effectively as a member of multiple departmental teams

  • Strong attention to detail with the ability to produce accurate work, maintain organized records, and follow established procedures

Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Preferred Qualifications

• Education: Bachelor’s degree
• Experience: 2 years administrative support experience in a higher education setting; Experience in crisis management; Experience as an executive assistant.
• Knowledge, Skills, Abilities: 

  • Knowledge of higher education administrative operations, including organizational structures, policies, and business processes

  • Knowledge of University of Tennessee administrative systems, such as DASH, Marketplace, Banner, 25Live, TDX, TouchNet, and Microsoft SharePoint

  • Skill in coordinating financial and operational processes, including procurement, travel, purchasing card reconciliation, and budget tracking

  • Ability to anticipate operational needs and proactively identify opportunities to improve administrative processes and office efficiency

  • Skill in coordinating meetings, events, searches, and travel logistics involving multiple stakeholders and competing priorities

  • Ability to provide work direction, training, and day-to-day oversight for student employees

  • Knowledge of facilities, space management, and technology support processes, including maintenance requests, office access, equipment inventory, and space scheduling

  • Ability to build collaborative relationships across multiple departments while serving as a trusted administrative resource for leadership and staff

Work Location

• Location: 1502 Cumberland Avenue, Knoxville, TN
• Onsite 

Compensation and Benefits 

• UT market range: MR05
• Anticipated hiring range: 
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions 

To express interest, please submit an application with the noted below attachments. To be assured of full consideration, completed applications with all requested materials should be submitted on or before July 26, 2026

• Resume
• Cover Letter