Administrative Specialist - Anderson Center for Entrepreneurship & Innovation

Haslam College of Busine

Regular Full-Time, Market Range 4

The Haslam College of Business (HCB) at the University of Tennessee, Knoxville, invites applications for an Administrative Specialist (Full-time, Non-exempt) in the Anderson Center for Entrepreneurship and Innovation. Reporting to the Director of Operations, the Administrative Specialist will serve as the administrative staff member for the Anderson Center for Entrepreneurship & Innovation (ACEI) in the Haslam College of Business, Department of Management & Entrepreneurship. ACEI conducts multiple programs across campus in support of entrepreneurship and innovation. ACEI maintains two venues-the Anderson Center in the Haslam Business Building and the ACEI Business Accelerator in the UT Incubator. The position is primarily responsible for providing administrative support to ACEI faculty, staff and students by supporting the day-to-day operations of both venues, processing all travel requests, and handling financial recording keeping such as reimbursements, invoices, payments, deposits and departmental procurement card reconciliation. This position may also coordinate donor payments with development office staff. In addition, this position plans, executes, and staffs all ACEI events and will handle other ACEI and departmental duties as needed.

Qualifications:

Responsibilities:

• Financial & Human Resources Support:
  • Process travel for Executive Director, Operations Director, staff, and student group travel; including all authorizations, reimbursements and travel advances.
  • Prepare monthly Electronic Ledger Reconciliation for ACEI/Department.
  • Review & submit monthly telephone, printing, postage, parking and other university internal charges to the business office.
  • Perform ACEI/Departmental procurement card reconciliation.
  • Process invoices, payments, petty cash reimbursements, receipts and deposits as needed. Perform budgetary trouble shooting for accounting items in R & E accounts.
  • Assist with various on-boarding activities related to EIR placement, including HR documentation submission, system access, keys, and building access.
  • Confirm bi-weekly timesheet submitted for EIRs.
  • Oversee ACEI student Ambassador and student worker timesheets.
• Program & Event Coordination:
  • Work with internal and external units to plan and coordinate all ACEI events and faculty meeting requests including reservations, logistics, and execution for all programs. Events include, but are not limited to, Vol Court, Graves Business Plan Competition, Boyd Venture Challenge, Bridging Events). This includes event space selection/arrangement, catering selection/management, and staffing all events.
  • Assist faculty with classroom or meeting support as needed.
• General Office Support:
  • Assist in answering questions and directing constituents to appropriate center faculty or staff.
  • Manage the ACEI spaces in all campus locations (currently two). This includes maintaining space reservations and working with internal and external participants to plan event services such as advising UTRF Incubator staff of parking pass needs and facility use.
  • Responsible for preparation and upkeep of meeting spaces.
  • Coordinate office supply inventory and ordering for ACEI in HBB and ACEI Business Accelerator in the UT Business Incubator and manage other duties as needed.
  • Report maintenance issues/requests into Archibus.
  • Handle scheduling between EIRs and student entrepreneurs.
  • Help with special projects on an as-needed basis.
  • Provide back-up office support for Management & Entrepreneurship department relating to: financials, HR, program/event coordination, customer service, and special projects.

Qualifications:

• Required Qualifications and Experience:
  • High school diploma or Associate's degree
  • 3-4 years of professional experience in event coordination, office management, financial management, or student support programs.
• Desired Qualifications and Experience:
  • Preference will be given to candidates with a Bachelor's degree.
  • 2 years of professional experience with event coordination and/or office management in higher education
  • Other ideal characteristics include the ability to work with colleagues to implement a strategic plan based on a shared vision, a collaborative leadership style, excellent organizational and managerial skills, strong written and verbal communication skills.

WHO WE'RE LOOKING FOR

• We are looking for someone who takes pride in their work, is an effective team member, and is also able to work independently. A strong sense of professionalism, attention to detail, organization, customer service, and responsiveness are critical.

Knowledge, Skills and Abilities:

• Required:
  • Superior customer service awareness and skills.
  • Ability to manage multiple projects and customer needs simultaneously.
  • Ability to follow best practices and procedures as developed by UT, HCB, ACEI, and the Management & Entrepreneurship Department.
  • Excellent communication, interpersonal skills, and problem-solving skills.
  • Knowledge and discretion to make decisions that fall within established practices.
  • Ability to work independently and in a collaborative setting.
  • Ability to maintain confidentiality.
  • Working knowledge of MS Office programs: Word, Excel, PowerPoint.
• Preferred:
  • UTK systems, policies, and procedures, especially IRIS and Concur
  • Ability to interpret budget data.
  • Ability to serve and assist a variety of customers within an educational setting.

Application Process:

The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. Screening of applicants will begin immediately and will continue until the position has been filled.

Interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for 3 professional references.