This position is responsible for coordinating and conducting the administrative and clerical activities for Design and Construction, the Department of Capital Projects, whose mission is to manage the Capital Improvements Program for the University of Tennessee System. The position develops, implements, and maintains department operating and functional procedures for matters of administration and communication. The position facilitates department communications as the department director’s administrative assistant and is a key point of contact internally for University/Campus/Institute management and planning and externally for state entities and contracted design and construction firms located throughout the state.
Specific duties and responsibilities include, but are not limited to, the following:

Administrative Support

• Provides direct administrative support to project managers, including scheduling meetings, preparing project-related correspondence, organizing files, and maintaining project tracking tools.
• Assists in monitoring budget activity in collaboration with Director and Project Managers.
• Drafts and formats routine and complex correspondence and reports on behalf of the department, including memos, status updates, and internal communications.
• Prioritizes incoming tasks and coordinates workflow based on project timelines, departmental objectives, and manager requests.
• Researches and compiles information to support problem-solving and decision-making for project-related issues, including gathering data from multiple systems or records.
• Recommends and helps implement changes to office-level procedures to improve workflow, recordkeeping, and communication within the department.
• Maintains accurate and up-to-date electronic and physical filing systems for contracts, budgets, and project documentation.
• Coordinates travel arrangements, meeting logistics, and conference registrations as needed for Capital Projects staff.
• Provides occasional instructional or administrative support for university-wide capital planning communications or reports.
• Assist project managers in maintaining spreadsheets on capital project budgets.

Project Support and Documentation

• Assist with designer and construction reviews, including processing and maintaining 360 evaluations
• Prepare and manage capital project correspondence and approval documentso Maintain data system records of project approval forms and update per SBC actionso Draft or oversee division-level letters; support writing and editing as neededo Prepare substantial completion documents for signature, recording, and archivingo Record and distribute signed cost proposals to design teams
• Perform other duties as assigned

Coordinate Department Administrative Processes and Maintain DASH Information

• Provide process training and technical guidance to staff, and advise department management as needed
• Coordinate, implement, and maintain administrative support systems
• Oversee vehicle preventive maintenance and service scheduling
• Manage travel arrangements, approvals, and reimbursement processes
• Assist project managers with HR-related tasks, including address changes, FMLA, sick leave bank, leave without pay, and other HR processes
• Maintain and manage office phone communications

Associate’s Degree and five years administrative experience with three years’ experience working directly with the head of a department or division. or an equivalent combination of education, training and experience.

Additional skills, experiences, and qualifications include:

• Communication, grammar, writing, and editing skills
• Knowledge of Microsoft Excel/Word/Access, and Adobe
• Organizational and interpersonal skills
• Ability to work independently
• Knowledge of UT and Tennessee capital project processes
• Ability to prioritize own work tasks

• Ability to effectively coordinate and execute multiple integrated administrative and capital budget processesAbility to interact with professional level personnel both within and outside of the department

PREFERRED QUALIFICATIONS

Bachelor’s degree and experience providing familiarity with capital project budgeting, design, and construction.

Please refer the Job description for details