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Administrative Specialist II, Office of Research & Engagement

Company: University of Tennessee
Location: Knoxville
Posted on: November 15, 2018

Job Description:

Pay Grade: 36 The Office of Undergraduate Research seeks a full-time Administrative Specialist II to provide a key support role in the general implementation of the Office of Undergraduate Research programming, activities, events, and office support. Duties and Responsibilities: This position will provide the primary administrative support services for the Office of Undergraduate Research in a dynamic environment. The assistant will play an important role in coordination of the office including greeting individuals who visit the office, managing incoming calls and emails, delivery of communications, coordinating student travel, documenting student participation in undergraduate research, planning meetings and events, and providing administrative support for the Undergraduate Research Advisory Council. The assistant will interact with a wide range of faculty, staff, and students at the campus level. General Administrative Support: This position will directly support the Executive Director as well as the entire Office of Undergraduate Research including maintaining a welcoming atmosphere, keeping the office calendar; scheduling and updating meetings; handling meeting logistics; preparing meeting informational packets and materials; arranging travel and managing receipts for reimbursements; routine financial transfers; drafting correspondence, memos, emails, and responses to inquiries; and providing phone and email support including receiving and responding to incoming calls and emails to the office. In supporting the Executive Director this position will maintain the calendar, assist with organization, and make travel arrangements. Student Coordination: The Office of Undergraduate Research supports student participation in research, on and off-campus, as well as student attendance at conference and events in order to present their research to external audiences. This position will work with students to provide necessary support associated with participation in these activities including coordination of the online application systems for the Summer Research Internships and the Exhibition of Undergraduate Research and Creative Achievement (EUReCA), supporting the judging process for the summer internship program, entry of student participation into our online tracking system, gathering student participation information, coordinating travel planning (such as reserving hotel blocks, coordinating airfare purchasing, and working with students on reimbursement guidelines), and reimbursement for students selected to travel. This position will also provide administrative support as needed to the Undergraduate Research Students' Association (URSA). Faculty Support: The Office of Undergraduate Research supports faculty who are willing to mentor undergraduates and/or participate in the coordination of these efforts on behalf of their department or college. This position will work with faculty to provide necessary support for the research posting database (Explore), the work-study research assistants program, and the Undergraduate Research Advisory Council (URAC). This includes preparing meeting agendas and materials; taking and distributing minutes; sending reminders of upcoming meetings; and coordinating celebration events and thank you activities for committee participants Education and Experience: High school diploma required, bachelor's degree preferred Required Skills and Abilities * Minimum three years of relevant experience required with high school diploma * Experience functioning in a dynamic environment required Preferred Skills and Abilities: * Experience working with undergraduate college students is preferred * Knowledge and experience with undergraduate research experiences is preferred * Excellent customer service skills * Excellent communication skills with the ability to communicate and interact effectively with faculty, staff, administrators, and students. * Ability to multi-task * Excellent organizational and problem solving skills * Excellent grammar and proofreading skills * Capable of taking minutes * Proficient with Microsoft Office software including Word, Excel, PowerPoint, and Outlook * Detailed oriented * Possess a strong, proven record of teamwork. * Capable of working individually and in a team environment. * High level of personal initiative Please apply with a cover letter, resume and 3 references. The University of Tennessee is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution in the provision of its education and employment programs and services. All qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, age, physical or mental disability, or covered veteran status.SDL2017

Keywords: University of Tennessee, Knoxville , Administrative Specialist II, Office of Research & Engagement, Administration, Clerical , Knoxville, Tennessee

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