Executive Assistant Grow Your Own Center, UT System

Executive Assistant Grow Your Own Center, UT System  – 22000002EC 

Description

 

Executive Assistant Grow Your Own Center, UT System
(2-yr Grant-Funded Position)           Market Range 06 

About the UT System  
The University of Tennessee is comprised of campuses at Knoxville, Chattanooga, Martin, and Pulaski; the Health Science Center at Memphis; the Space Institute at Tullahoma; and the statewide Institute of Agriculture and Institute for Public Service. 

The UT System has a presence in each of Tennessee’s 95 counties. Through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations, and citizens statewide. 

The University of Tennessee System, through its multiple campuses and institutes, serves the people of Tennessee and beyond through the discovery, communication, and application of knowledge. The System is committed to providing undergraduate, graduate, and professional education programs in a diverse learning environment that prepares students to be leaders in a global society. The UT System’s delivery of education, discovery, outreach, and public service contributes to the economic, social, and environmental well-being of all Tennesseans. 

The Opportunity  
The University of Tennessee (UT) System seeks an experienced executive assistant to support the Tennessee Grow Your Own Center as part of the statewide teacher apprenticeship initiative. The Tennessee Department of Education (TDOE) recently selected the UT System as its lead teacher apprenticeship program partner. Tennessee is the first state in the nation approved by the U.S. Department of Labor to create permanent teaching apprenticeship programs. TDOE has awarded the University of Tennessee a $20M grant to serve as the nation’s model and selected UT for its leading educator preparation programs, presence in all 95 counties, culture of innovation, and commitment to helping the state address grand challenges. The UT System has four undergraduate institutions (UT Knoxville, UT Chattanooga, UT Martin, and UT Southern) that offer Educator Preparation Programs (EPPs) across Tennessee’s three grand divisions, East, Middle, and West, as well as in urban and rural communities. The administrative specialist will primarily support the executive director and will provide additional administrative support to the entire GYO Center staff.

Reliability, punctuality, follow-through, adherence to deadlines, ability to complete tasks quickly, knowledge of the initiative, strong organizational skills, professionalism, the ability to manage multiple tasks simultaneously, and a positive attitude are a must for this external-facing position. Candidates with experience in or knowledge of graphic design, project management, budgeting, and grant-funded initiatives is a plus but not required. As a primary point of contact for the GYO Center, the successful candidate will engage with multiple stakeholder groups and assist on virtually every aspect of the project. This position will be full-time (40 hours per week, with occasional overtime or weekend work) and will be function least 80% in-person in the downtown Knoxville, TN office. The selected candidate must be available by phone or email during the hours of 8 am and 5 pm, though the candidate will have some flexibility in scheduling or work location at the supervisor’s discretion. The position is a grant funded position contingent on continued funding. Appointment is expected to be two years, with possibility of extension depending on available funding and job performance during the appointment period.

Position responsibilities include, but are not limited to the following: 

Executive Support:  This position will:

• • determine levels of priority and exercises initiative and judgment on matters requiring immediate or timely attention
  • maximize efficient use of the executive director’s time by overseeing scheduling and providing sophisticated calendar management including managing conflicts and making decisions on behalf of the director when appropriate
  • establish and manage communication to ensure appropriate follow-up and feedback to center leadership
  • provide timely and high-quality administrative support to the ED.

 

             Examples of specific duties that will provide support for the ED include:

• • Compiling presentations and other materials (e.g., designing Canva and/or PowerPoint slides, formatting and proofreading documents for publication, and drafting other materials as needed)
  • developing processes and procedures that support efficient and effective Center operations
  • assisting the ED in all communication matters (e.g., answering the GYO phone and email accounts, managing all GYO Teams sites; responding on behalf of the executive director as needed, and reviewing written materials for accuracy communicate general information to stakeholders about the GYO Center and related initiatives)
  • sending communications on behalf of UT Educator Preparation Providers (EPPs) to school districts and other partners as needed
  • posting approved content to social media sites in collaboration with UT Communications and the GYO Communications Manager.

• Administrative Duties that Support the GYO Center and Staff:
  • The ideal candidate will be an experienced administrative professional with excellent written and spoken communication skills, and enthusiasm for the initiative.
     

Examples of specific duties that will provide support for the GYO Center’s staff include: (a) managing multiple calendars and scheduling meetings as needed across multiple campuses, organizations, and time zones

• • preparing or assisting in compiling and disseminating meeting agendas
  • coordinating all travel and processing financial reimbursements for all GYO staff
  • assisting program staff in collecting documentation from various sources
  • coordinating project meetings and taking minutes/notes during meetings as needed

• Special Projects and Other Duties:
  • anticipated support in other areas, such as researching or contacting vendors,  reviewing and collecting data from websites, preparing directory information, and assisting on various side projects that fall under the GYO Center. The ideal candidate will demonstrate a willingness to learn and assume additional duties.

The Executive Assistant will support a culture of engagement and belonging by treating others with dignity and respect at all times, and by exhibiting conduct that reflects a commitment to diversity, equity, and inclusion. The successful candidate is expected to contribute in measurable ways to the systemwide mission and fully embrace the systemwide Be One UT Values. 

 

Qualifications

 

Key Areas of Responsibility 

Required Education & Qualifications:  
The successful candidate will have a high school diploma/GED and at least 5 years’ combined experience and/or education (education counts toward experience, as does any on-the-job experience, contract work, internships, training sessions, certificates, etc.). A work sample or mini assignment will be required before proceeding to an interview for selected candidates. 

Candidate must be skilled in professional communication (free from errors, professional tone) with both internal and external stakeholders.

Candidate must be proficient at cloud collaboration and other related tools, (e.g., Zoom, Teams, SharePoint, Adobe Acrobat Pro, Google Suite, and Microsoft Office Suite (particularly Word, Excel, Outlook, and PowerPoint).

The position requires some knowledge of the UT System and its campuses.

Candidate must be highly organized and able to manage multiple project components simultaneously.

The chosen candidate must also have the ability to: (a) consistently maintain confidentiality, exercise discretion, flexibility, and sound judgment; (b) multitask and prioritize and multiple, complex projects; (c) work successfully in fast-paced environment; (d) perform all duties at the highest level on a consistent basis; and (e) work independently and to complete a high volume of tasks and projects with little guidance.

 

Preferred Qualifications  
The preferred candidate will have a Bachelor’s Degree or Master’s Degree and/or Certified Administrative Professional (CAP). Experience in higher education and/or knowledge of the University of Tennessee.

Knowledge of UT EPPs preferred, as well as experience or willingness to learn Canva (for presentations), Argos, IRIS, WordPress, Canvas (LMS), Banner, and Adobe Creative Cloud. Experience with project management and knowledge of graphic design principles desired but not required.

Application Process  
For full consideration applications should be accompanied by a letter of interest, resume and three references. Review of applications will begin immediately.       

The position is grant-funded for two years with the possibility of extension depending on available funding and job performance during the appointment period. Compensation for the position will be competitive and commensurate with qualifications and experience within the market range.  

The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee’s benefits, visit https://hr.tennessee.edu/benefits/ 

 

 

Job
  Other Admin Asst/Secr/Clerical 
Primary Location
  US-Tennessee-knoxville 
Organization
  Academic Affairs 
Schedule
  Full-time 
Campus/Institute  University Administration 
Job Posting
  Oct 19, 2022, 4:30:00 PM