Administrative Coordinator

at  University of Tennessee Knoxville

: Provides the primary administrative support services for the Executive Director for the UT Institute for Advanced Materials and Manufacturing in a complex, dynamic, time-sensitive and confidential environment. Responsibilities include areas such as managing and prioritizing the Executive Director’s time and complex schedule; managing meetings, appointments and follow-up with internal employees and external partners; promote meaningful working relationships with internal and external constituencies; managing complex travel arrangements; serving as an agent for the Director on complex and sensitive matters; communicating with others using a wide variety of methods and technology; supervising student worker(s); coordinate institute searches and provide various HR tasks; provide travel support to the Director and Institute staff, maintaining fiscal effectiveness and integrity; manage IAMM HQ mail room; and other duties as assigned.

EDUCATION AND EXPERIENCE:

Required: Bachelor’s degree - Two years of relevant experience with a bachelor’s degree.
Preferred: Four years of relevant experience with a bachelor’s degree.
Experience at the University of Tennessee or other higher education institution.
Experience functioning in a complex, dynamic and time-sensitive environment.

REQUIRED SKILLS AND ABILITIES:

Excellent communication skills; Ability to multi-task; Excellent organizational and problem solving skills; Ability to format long documents and reports; Proficient with Microsoft Office software including Word, Excel, PowerPoint, and Outlook; Excellent customer service skills; Ability to work both individually and in a team environment.

MINIMUM REQUIRED SKILLS AND ABILITIES:

Knowledge of UT policies and procedures; knowledge of AdAstra, UT Marketplace, Contract Management system, and IRIS.

Manage Director’s Time and Complex Schedule
The administrative coordinator must set up a system to creatively manage the Director’s time and schedule. This will include managing the day-to-day operation and administrative activities of the Director by setting, updating, and monitoring their schedule, prioritizing requests, and following up to ensure timely responses. The Director averages 25 meetings per week and will rely on the administrative coordinator to schedule and communicate information to attendees about the purpose and goal of each meeting and in some cases will require assistance with note taking and the preparation of minutes. These meetings take place at various locations on campus, within the community or out-of-state. This position will require a high degree of independent decision-making to handle day-to-day issues as they arise, and refer the most sensitive problems up to the Director.
Institute Support
Reception, answering phone and managing Institute email inbox. Act as primary customer service point of contact, working to problem-solve independently for student employees, research affiliates, core facility customers, industry partners, and other Institute stakeholders. Manage conference room scheduling for conference rooms located among the 3 buildings managed by the institute. Coordinate with UT Research Park for outdoor events, manage key checkouts, assist with website updates, update listservs, mail & package receiving, manage office supplies, and provide on-boarding for new occupants of the IAMM Headquarters building. Create procedure & informational guides independently for IAMM HQ occupants and provide training as needed. Enter contracts into the Contracts Management system and coordinate amendments as needed. Act as backup for ordering supplies, backup for ledger documentation & submission, maintain electronic documentation files, and reconcile procurement cards.
Other duties as assigned.
Event Coordination
The position will work closely with IAMM staff to coordinate Institute symposiums, workshops, and other events working with multiple departments across campus as well as industry groups. The size of these events may range from traditional academic functions (seminars, trainings, etc.) with >50 attendees to large national or international conferences, meetings, etc. with 150+ attendees. The position will be responsible for coordinating with speakers, managing event registration, arranging catering, rentals, and poster printing, as well as event set-up/break down. The position will also be responsible for the creation and distribution of event communications to attendees and the larger campus. Finally, the position will maintain and update lobby signage and monitors.
Additional Support
Arrange travel for Institute Administrative staff and guest travelers, process expense reimbursements, enter time as needed, and enter deposits. Provide support for industry affiliates, for external companies utilizing IAMM Core Facilities, and as needed for other purposes. Maintain institute social media profiles and update information on a regular basis. Provide direction to student workers in administrative roles. Other duties as assigned.