Operational and Travel Support Specialist: Tickle College of Engineering - UTK

Job Description

This position serves as a key administrative operations support within the Tickle College of Engineering (TCE), reporting directly to the Administrative Services Manager (ASM). The position is responsible for providing direct administrative, operational, and event management support in cross-functional office areas. This role is the primary point of contact for TCE administrative units’ office's travel needs. As the primary point of contact for designated units, this role is responsible for managing complex assignments, performing high volume purchasing, and providing high-level administrative support to senior leadership, including but not limited to the Kao Innovation Collaboration Studio (KICS), Interdisciplinary Senior Design Program (ISD) and the office of Engineering Professional Practice (EPP).

This person interprets policies, procedures, regulations, and rules and assists faculty, staff, students, and contingent workers in understanding these requirements. All duties and responsibilities are expected to be completed with minimal oversight or supervision.

• Advise on travel policies and procedures for assigned units, answers travel-related questions, and troubleshoots system issues by coordinating with appropriate university offices.
• Stays current on policy and system updates, recommends process improvements to ASM, and communicates changes while supporting training and compliance efforts.

• Manages and supports fiscal operations including budget tracking, reconciliation, purchasing, accounts payable/receivable, payroll tracking, vendor setup, contract coordination, and compliance with university financial policies.

• Provides broad administrative support including office operations, communications, visitor engagement, supply management, parking coordination, service requests, hiring support, meeting coordination, and student-related administrative tasks.
• Coordinates and executes training sessions, program events, recruiting activities, and college-wide events while managing logistics, marketing coordination, and recordkeeping.

• Education and Experience:
  • High school diploma with 6 years of experience coordinating or supporting a large office supporting executive leadership style roles, and a minimum of 1 year medium to large scale event planning experience
  • Or bachelor’s degree in business administration, finance or a related field with a minimum of 2 years’ experience coordinating or supporting a large office supporting executive leadership style roles, and a minimum of 1 year medium to large event planning and/or support experience.
• Knowledge, Skills, Abilities:
  • Ability to work independently and as a member of a team
  • Excellent written and verbal communication skills
  • Strong understanding of confidential issues
  • Analytical and strong attention to details
  • Sociable and welcoming to internal and external constituents
  • Dependable, flexible, and adaptable
  • Prior event planning experience
  • Must be able to multi-task
  • Proficient in Microsoft Office and ability and willingness to quickly learn and usesimilar new tools
  • Ability to interact with a diverse group of individuals
  • Excellent customer service skills

Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

• Experience:
  • Bachelor’s degree with5+ years of experience coordinating or supporting a large office, and 2+ years planning medium to large event planning and/or support experience.
  • Experience in higher education is preferred.
• Knowledge, Skills,…