Job Details

Job Description

The Social Work Office of Research and Public Service is looking to hire an executive assistant to support our Director and Executive leadership. Reporting directly to the Director of SWORPS this position performs complex duties and assignments independently and serves as a primary liaison between the Director's office and the divisions of SWORPS, administrative units within SWORPS, and the CSW. The Executive Assistant organizes and executes certain types of activities and communications that enhance the Director's engagement with internal and external stakeholders. In performing those duties, the Executive Assistant at all times must exercise excellent judgment, maintain confidentiality, represent the Director in a positive and professional manner, and work collaboratively with other University employees. The Executive Assistant will coordinate the planning and execution of their job responsibilities with the other personnel that report to the Director. The Executive Assistant will also manage and maintain the framework of the administrative services function for the administrative suite.

Responsibilities

Director Support:

• Anticipates, initiates and coordinates administrative issues on behalf of the Director including managing day-to-day schedules and agendas.
• Prepares agendas and takes meeting minutes including distributing minutes to required parties and storage and maintenance of official meeting minute records.
• Initiates correspondence on behalf of the Director to various constituents both internal and external to the University.
• Serves as backup and administrative support for upper level search committees. This may consist of managing and compiling all applications received from candidates, coordinating the time and dates with committee members availability, and scheduling rooms and coordinating meals as needed.
• Coordinates meeting/events for the Director including zoom meetings, room reservations, preparation and distribution of agendas, arranging meals, snacks, and drinks if applicable.
• Communicates with SWORPS PI's and administration, along with the other SWORPS administration
• Processes Director correspondence, including responding to invitations, meeting deadlines, preparing responses, etc.
• Accompanies the Director to important events and meetings, on- and off-campus, to serve as a liaison on-site and gather photos and information to be utilized for post-event follow up.

General Operating Support:

• Serves as SWORPS parking representative. Completes annual renewal of staff and guest parking permits. Arranges for special permits for SWORPS guests.
• Serves as the contact for SWORPS common space calendar. This includes communicating with UTPD and Conference Center Security regarding access for after hours and weekend events.
• Communicates regularly with the SWORPS leaders, along with the PIs and external stakeholders.
• Completes travel arrangements for the SWORPS Director, Assistant Director, Division Directors, and applicable guest travelers including preparation of related travel and entertainment expense reports and petty cash reimbursements.
• Orders, maintains and distributes supplies and SWAG for entire organization including budget management and inventory control of supplies and reconciles procurement card purchases.
• Provides front-line customer service to internal and external stakeholders, greets visitors, answers phone, monitors and responds to messages, responds to email inquiries, and distributes mail.

Event Planning:

• Plans and schedules SWORPS AST retreats and Leadership retreats, including off-site meeting accommodations and meals.
• Plans and schedules all staff meetings including but not limited to MST, AST, All Staff and social events including on or off site meeting accommodations, meals, and notices including maintaining RSVP list
• Serves as point of contact and support for individual department assistants in planning staff retreats for each division

Qualifications

Required Qualifications

• Education:
  • Bachelor's Degree
• Experience:
  • 5 years administrative experience supporting senior staff
• Knowledge, Skills, Abilities:
  • Knowledge of administrative procedures and systems
  • Demonstrated skills in technology including Microsoft Office Suite as well as Zoom and Teams
  • Ability to multitask, gather data, compile information and prepare reports
  • Ability to maintain a high level of confidentiality
  • Time management, organizational skills and the ability to multitask
  • Excellent written and verbal communication skills
  • Ability to work independently

Preferred Qualifications

• Education:
  • Masters Degree
• Experience:
  • Experience in a higher education setting
• Knowledge, Skills, Abilities:
  • Knowledge UT policies and procedures

Work Location

• Position requires reporting in person in Knoxville Tennessee but does have the possibility of 1-2 days of hybrid work after training period

Compensation and Benefits

• UT market range: MR 06
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions

Interested individuals should provide (1) a cover letter addressing professional experience relevant to each required and preferred qualification, (2) a resume, and (3) complete contact information for 3 professional references.

About The College/Department/Division

The Social Work Office of Research and Public Service (SWORPS) is an applied research center of the University of Tennessee College of Social Work (CSW). We are a dynamic and close-knit interdisciplinary team of individuals with a shared vision of thriving communities with equitable outcomes for all. We do that by building partnerships that leverage research, technology, and human connection to improve lives in Tennessee and beyond.

Over the past fifty years, SWORPS has worked with local nonprofits such as the United Way of Greater Knoxville, University of Tennessee departments and faculty researchers, state agencies such as the Tennessee Department of Human Services, and federal agencies like the Department of Housing and Urban Development. Our annual portfolio consists of 25-40 sponsored projects spanning a wealth of different content areas, but one common thread -each project contributes one more building block for thriving communities with equitable outcomes for all.

Learn more about SWORPS and some of our programs and resources by visiting our webpage:

About Us

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.

Apply today and join the Tennessee Volunteer community!