Administrative Specialist - Nutrition and Public Health Sciences - UTK

The purpose of this position is to provide administrative assistance to Nutrition and Public Health as it relates to the faculty, staff, and students within the areas of the department and maintain office functions and support; to the College of Education, Health and Human Sciences and other university faculty; and to persons outside the university on the local, state and national levels under the supervision of the Business Manager. This includes primary responsibility for overseeing administrative duties, in relation to the Graduate & Undergraduate programs. 

NPHS Academic Support:

• 25 Live System: Reserve department room by entering information in the system; notifying all concerned by email of the reservation.

• Coordinate the Timetable Processing: Obtain information; enter detailed timetable information into excel spreadsheet for three editing periods; send updated changes to Timetable Coordinator during the semester; keep updated report on timetable classes; notify staff, Department Head, Department Business Manager, and Dean's office staff of all changes and updates.

• Acquisition, preparation, provision of information for Change of Grade Forms for Instructors

• Maintaining and updating all student files, forms, and records for Educational Administration program area.

• Primary contact for students/prospective students for information related to department programs, admission process, graduation, and other inquiries.

• Liaison for the department with the Office of Graduate Admissions and the Graduate School. (Serve as back-up and work in collaboration with the Graduate Director)f

• Assist Curriculum Review Committee, as needed, with curricular proposal submissions by working with program coordinators to compile information for all program changes to be presented at departmental meetings.

• Lift holds in Banner so that students can register for classes with instructor permission

• Reconciles any registration issues for UG/Grad students; applying overrides when needed

• Work with department head and program directors to compile information for accrediting bodies.

• Serve as department liaison with the dean's office, graduate school, and registrar, when necessary.

• Maintain large database tracking all students who have applied, enrolled, and graduated from program. 

• Create new database fields and queries as requested.

• Track progress of students currently enrolled, including GPAs.

• Design new reports and pull already established reports as needed to track student and class data

• Serve as Department Liaison for all student inquiries

Administrative Support:

• All NPHS departmental meeting minutes and room reservation coordination

• Responsible for maintaining, safeguarding, and storing documents, sensitive information, and files in accordance with policy.

• Coordinates with various university departments on maintenance, telephones, OIT, surplus, and records management needs.

• Assist and serve as backup to the Business Manager and other administrative staff to promote a team effort to cover all duties, and situations that may arise in the department.

• Answer departmental phone and act as front desk receptionist as needed.

• Provides general administrative support to Department as necessary.

• Other duties as assigned or requested by business manager, department head or faculty.

Required Qualifications

• Education: High School Diploma or GED

• Experience: 2-3 years working in an office setting.

• Knowledge, Skills, Abilities: 

  • Excellent communication skills. 

  • Computer skills, including the use of Microsoft Office products. 

  • Excellent organizational skills. 

  • Records management skills. 

  • Ability to work with little direct supervision. 

  • Ability to juggle multiple deadlines. 

  •  Ability to prioritize tasks. 

  •  Ability to work well with frequent interruptions. 

  • Ability to provide excellent customer service and communicate effectively. Ability to be detail oriented. 

Preferred Qualifications

• Education: Associates or Bachelors Degree

• Experience: Preferably experience within UTK or other Higher Education or academic setting.

• Knowledge, Skills, Abilities: 

  • Previous experience with Banner.

  • Proficient with Office 360 and/or SharePoint.

  • Familiarity with UTK procedures.

Work Location 

• Location: Knoxville, TN

• Onsite, Hybrid, or Remote – 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 [DATE]

• Resume

• Cover Letter

About The College/Department/Division 

The Department of Nutrition and Public Health Sciences supports teaching, research, and outreach initiatives that promote population health and well‑being. The department is committed to operational excellence, fiscal integrity, and collaborative support of faculty, staff, and students.