Qualifications
The Administrative Specialist has full responsibility for completing tasks that are varied in nature and are prioritized based on the objectives and goals of the Tombras School of Advertising and Public Relations in the College of Communication and Information under the leadership of the school’s Director. Primary responsibilities of this role include supervising the main office, executing financial transactions, monitoring departmental operating budgets, providing administrative support to the Director, and coordinating school-level events. Duties include tasks such as the following:
-Manage, monitor, and execute financial transactions in IRIS including invoices and reimbursements.
-Prepare and submit travel authorizations and expense reports in Concur for faculty, staff, students, and visitors.
-Prepare monthly ledgers for reconciliation, tracking all expenditures on a monthly basis.
-Coordinate with CCI Office of Finance & Administration on creation of university contracts, including dual service agreements.
-Maintain knowledge of current UT fiscal policies to ensure compliance.
-Provides front-line customer service, greets visitors, answers phones, responds to email inquiries, and distributes mail.
-Serves as first point-of-contact for undergraduate and graduate students, answering general questions or troubleshooting registration difficulties.
-Serves as resource and advisor for department leadership through participation in departmental planning and development meetings to support the mission of the department.
-Compiles and prepares payroll reports for monthly ledger reconciliation.
-Maintains office supply inventory.
-Interacts with supply and service vendors and serves as point of contact for space, equipment, or facility issues.
-Coordinates with other departments in response to technical needs or to resolve problems.
-Serves as a liaison with students, College administration, external constituents, & vendors to accomplish goals of the department and resolve problems
-Works with confidential and time-sensitive materials including student data and employee payroll reports.
-Serve the Director as needed in various administrative tasks
-Record and distribute minutes for faculty meetings and other school meetings as needed.
-Advise director on various university policies.
-Maintain director’s calendar, scheduling meetings when requested.
-Welcome and host visitors to the school.
-Assist in managing various departmental email accounts.
-Other duties as assigned.
Job: Administrative Support
Primary Location: US-Tennessee-knoxville
Organization: Temporary Help Pool
Schedule: Full-time
Job Posting: Oct 13, 2023, 3:12:40 PM
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