Administrative Services Specialist II

Executive Assistant to the Dean of the College of Business

Serve as the executive assistant to the Dean of the College of Business (CoB). Administer the operations of the Dean's Office and support the dean, associate dean, manager of marketing and communications, and manager of fiscal and physical operations. Supervise students and part-time workers, serve as building manager, and facilitate meetings and retreats. Assist with planning and implementation of events, including the Fall Celebration, leadership conferences, Corporate Connect, and other college-wide events. Create, review, and distribute information and correspondence. Prepare and organize data and information. Coordinate and oversee administration of Senior Exit Exams and certification testing. Perform other duties upon request.

Tennessee Tech is an Equal Opportunity/Affirmative Action employer.

Responsibilities

1. Executive Office Operations & Administrative Liaison (40%):

• Manage the Dean's calendar, prioritizing meeting requests, summary materials, and communications.
• Draft, edit, and manage high-level correspondence, including meeting agendas and summaries for the COB Executive Committee, the Dean's Advisory Board and other constituency groups.
• Serve as the central operational link within the Dean's Office, coordinating workflows and logistics. Process travel authorizations, file expense reports, and manage office purchasing including supplies for Dean's Office.
• Coordinate the COB senior exit exams.
• Oversee the daily front-office environment, ensuring a welcoming and professional experience for students, faculty, staff, and guests.

2. Comprehensive Event Management & External Relations (30%):

• Coordinate the planning, logistics, and execution of all signature college events, including the faculty retreat, student scholarship celebrations, annual celebration/speaker series, graduation celebrations, faculty & staff awards, etc.
• Manage venue procurement, food purchasing, and catering.
• Collaborate with the Marketing Manager to align event themes, registration pipelines, and campus and public relations.
• Serve as Dean's liaison to the COB Advisory Board and other organizations. Serve as the primary hospitality intermediary for visiting business executives, donors, and guest speakers.

3. Student Employee Supervision & Project Support (15%):

• Recruit, onboard, train, schedule, and evaluate student assistants and federal work-study employees assigned to the Dean's Office.
• Establish front-desk performance standards and delegate daily tasks to maintain a highly professional office.
• Supervise and guide student employees on special projects supporting college operations.
• Coordinate the deployment of student employee hours to assist Dean's Office staff on creative, promotional, and digital content tasks.

4. Facilities Management, Access Control, and Building Coordination (15%):

• Serve as the official Building Coordinator for the college's physical facilities, acting as the primary liaison to central Facilities Management for work orders, repairs, and spatial upgrades while keeping the Associate Dean informed.
• Manage building key control and digital access, process authorizations, and track/control access to faculty, staff, and graduate spaces.
• Oversee facility safety compliance, maintain building emergency preparedness protocols, and serve as the primary building contact during unexpected utility disruptions or emergencies.
• Assist with faculty and staff office assignments.

Physical Demands:

Those typical to perform the duties listed.

Work Hours:

Typical hours are Monday-Friday, 8:00 a.m. - 4:30 p.m.

Special Instructions:

Applicants are required to electronically upload a cover letter, resume, copy of transcripts (official transcripts required upon hire), and complete contact information for three references. References will be contacted at a later date. Submission of materials is the applicant's responsibility. Applications without all required materials are incomplete and will not be considered.

Salary:

Commensurate with education and experience. Level P2, Grade 10.

Benefits Information:

The University offers a competitive benefits package. Benefits include the accumulation of two vacation days per month, one sick leave day per month, and thirteen University holidays. Other benefits include medical and life insurance (shared cost with the university), retirement, optional 401k, and educational benefits.

Qualifications

Minimum Qualifications:

Associate's degree from an accredited institution or higher. Certification(s), training, or equivalent experience with enterprise resource planning (ERP) software systems; proficiency using Microsoft Outlook, Teams, PowerPoint, Word, and Excel. Five years of direct experience as an administrative assistant, coordinator, or managerial role in a service-oriented setting; experience preparing written documents and correspondence; experience using technology and working in an interactive team-oriented environment. Excellent written and verbal communication skills.

Preferred Qualifications:

Bachelor's degree from an accredited institution and 7 years of related experience.