Administrative Coordinator, Office of Research, Innovation Economic Development - UTK

Administrative Coordinator, Office of Research, Innovation, & Economic Development - UTK

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This position is part of the Shared Administrative Services (SAS) team in the Office of Research, Innovation, & Economic Development (ORIED), at the University of Tennessee, Knoxville (UT), which is organized under Research Finance & Administration (RFA). The work of administrative coordinators is performed within established guidelines under the general supervision of the Senior Business Manager. SAS provides executive-level administrative support to members of the ORIED leadership team, including administrative services and event planning and execution.

Each administrative coordinator is assigned to provide this support to multiple individuals in ORIED leadership positions, using a workflow model based around core services and overflow assignments. Because SAS takes a shared approach to managing administrative and event work, the team has the flexibility to refocus support to respond to current and emerging work needs and priorities across the ORIED leadership team.

SAS administrative coordinators operate in a dynamic environment and are committed to supporting the workload of the entire team in a positive, equitable, and flexible manner. Work for this position is performed in person and is based in Andy Holt Tower.

• Executive support:
  Includes calendar/time management, scheduling meetings for multiple executives on ORIED's leadership team, with high-level attendees (e.g., deans, chancellor, legislators, CEOs, etc.), communicating with attendees about the purpose and goal of meetings, updating and monitoring schedules, prioritizing between meeting requests, following up to ensure timely responses, and similar functions.
• Meeting support:
  Work with ORIED leadership team members to plan, coordinate, and manage logistics of meetings, including internal meetings for staff within another ORIED division or team, meetings with a focus on UT faculty, staff, and students, and meetings for external audiences, such as interviews and advisory, community, or industry groups. Meetings may be small (2-5 people) to large (50+), and in person or virtual.
  
  Meeting management may include recurring, division-wide meetings. For in-person meetings, manage administrative details including catering orders, room reservations, parking arrangements, technology set-up and troubleshooting, set-up and take-down, and similar functions.
• Travel support:
  Includes planning and scheduling, completing registrations and reservations, processing travel reports for reimbursement, ensuring travelers have received all essential details, and similar functions.
• Communication support:
  Includes initiating and drafting correspondence on behalf of the executive (at times communicating on behalf of the executive), obtaining information from multiple sources needed to provide context and guidance to meeting attendees, delivering promised or scheduled information on time, serving as a point of contact for attendee questions and responding in a timely manner, providing guidance and direction to visitors, preparing agendas and itineraries, drafting memos and letters, submitting requests for interviews, and other correspondence for distribution.
• Team support:
  Coordinate shared administrative work that supports the entire office, including database entry, report updates, shared resource management, and similar functions.
• Office support:
  Liaise with other members of the RFA team to complete basic office functions, such as preparing budgets for AVC impact areas, tracking integrated accounts at the AVC level, managing contracts for functional areas on a macro-level, ordering supplies and promotional items, managing human resource issues, reviewing charges to stay within project budget targets, and similar functions.

• Work with ORIED leadership team members to plan, coordinate, and manage logistics of events, including internal events for staff within another ORIED division or team, events with a focus on UT faculty, staff, and students, and events for external audiences, such as advisory, community, or industry groups. Events may be small (10-15 people) to large (50+), and in person or virtual.
• Includes identifying and reserving event venues and meeting spaces; coordinating catering or restaurant reservations; organizing campus tours; securing transportation and/or parking; providing directions to meeting locations; proactively identifying and coordinating audiovisual needs and technical support; and keeping event expenses within budget.
• Provide on-site, day of event/meeting management and assistance.

Team improvement:
Each member of SAS is expected to be an active participant in meeting team objectives and goals, and improving work outcomes. Under the…