Administrative Associate: Center for Transportation Research, Nashville - UTK

Job Description

This full-time position through the Center for Transportation Research (CTR) will be funded through a grant from the Tennessee Department of Transportation (TDOT). The position will be located at TDOT Headquarters in Nashville and will consist of a combination of administrative, recruitment, event coordination, and logistical assistance for the TDOT's Planning Division.

Responsibilities

• Serving as the division's receptionist.
• Managing calendars for executive and managerial staff and coordinating internal and external meetings, which often require coordination with other staff.
• Assisting staff with TDOT authorization forms.
• Assisting the Division Managers with updates to the website for their sections, including updating staff, projects, and contact information. And will also ensure that new/updated Planning Division web pages are compliant and using the right template provided by TDOT IT.
• Networking and coordinating with various TDOT support divisions (General Services, Information Technology, Programming) and external partners (FHWA/Data Consultants) to set up and ensure Planning staff have access to the necessary equipment and software to operate efficiently and without limitations.
• Assisting with staff onboarding and ensure new staff are properly provided the essential employment materials such as, badges, parking passes, computer and IT equipment, etc.
• Interacting with supply and service vendors and serves as the point of contact for space, equipment, and facility issues. Will negotiate contract terms for existing equipment (plotters, printers, cell service), create requisitions and purchase orders, and process invoices for billing.
• Manages tracking system for all internal and external data requests received by the Planning Division that pertains to transportation, data analysis, GIS, traffic counts, and maps.
• Establishing a tracking system that manages public comments sent to the TDOT Commissioner. Coordinates responses with appropriate technical contacts and meets strict response-time deadlines.
• Provides financial support by processing certain invoices for the Planning Division as well as overseeing state credit card payments for various items such as sponsorships, registration dues, venue rentals, etc.
• Compile and prepare quarterly reports detailing Division activities and billing reports for TDOT Finance that show all Division expenditures.

Qualifications

Required Qualifications

• Requires a high school diploma and four years of relevant experience, or an equivalent combination of education, training, and experience.
• Knowledge of Microsoft Office 365 products
• Ability to work independently and in a multidisciplinary team environment.
• Ability to work effectively with a wide range of constituents in a diverse community.
• Ability to gather data, compile information, and prepare reports.
• Ability to travel within the state as needed to facilitate or participate in meetings the division hosts. This position will not be fully remote.

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.

Preferred qualifications

• An associate's degree in business or a related field with two years of office experience or a bachelor's degree in business or related field with one year of office experience.
• Knowledge of transportation practices.
• Experience with Tennessee systems such as Edison.

Work Location

• Location: Nashville, TN
• Hybrid

Compensation and Benefits

• UT market range: MR 5
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions

To express interest, please submit an application with the noted below attachments.

• Resume

About The Department

CTR is part of the Tickle College of Engineering at The University of Tennessee, Knoxville. CTR researchers and staff members work with the Tennessee Department of Transportation, the Tennessee Highway Safety Office, and many other partners to improve transportation and promote the safe and efficient transport of goods and people.

About Us

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.


UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.


The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.


UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone.


The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.


Apply today and join the Tennessee Volunteer community!