Administrative Assistant - Kinesiology, Recreation, and Sport Studies - UTK

Administrative Support Position

This position supports the department's central operations by providing administrative support to the department, performing receptionist duties, acting as the department's liaison for room scheduling and curricular changes, oversees federal work study students, directs and manages marketing initiative, all matters related to the timetable (course scheduling, classroom assignments, etc.), and other duties as assigned.

Under the general direction of the Business Manager, this position supports the department's central operations by providing administrative support to the department (Department Head, Associate Department Head, Business Manager, Advising Coordinators, PEAP Director, Graduate Assistants, and main office staff), performing receptionist duties, acting as the department's liaison for room scheduling and curricular changes, oversees seven federal work study students, directs and manages marketing initiative, all matters related to the timetable (course scheduling, classroom assignments, etc.), and other duties as assigned. This position exists to provide advanced administrative support in the Department of Kinesiology, Recreation, and Sport Studies in the College of Education, Health, and Human Sciences. The department serves over 2000 undergraduate and 160 graduate students, and is comprised of 32 full-time faculty, 14 staff, and over 70 part-time faculty and graduate associates. The department also includes the Physical Education Activity Program, which serves over 5,000 students across campus each year. This position must be willing to adapt to changes, and have strong problem-solving skills in a fast-growing department to ensure the efficiency and effectiveness of day-to-day operations.

Responsibilities

Daily Operations

• Supervise Federal Work Study students: schedules, payroll, work assignments
• Maintain Department Head Calendar
• Facilitates key requests and card access requests
• Maintains files and databases as needed by the department.
• Coordinates with various university departments on maintenance, telephones, OIT, surplus, and records management needs.
• Provides timely responses to inquiries from students, applicants, faculty, and others.
• Unlocks classrooms, computer lab, and front office in the morning.
• Department liaison for Convenience Copier program.
• Serves as front desk receptionist: Answers and directs phone calls; Receives and distributes mail/shipping; prepares mailing/shipping as needed.
• Coordinates Room Scheduling
• Assist search committees with coordinating meetings, space, advertising, and data related to search
• Other duties as assigned by the Business Manager or Department Head

Academic Support:

• Facilitates entry of the curricular changes, support faculty during the curricular change process
• Facilitates all matters relating to the timetable: Facilitates gathering timetable change submissions from faculty, Initial entry of classes, management of classes from semester to semester, assist registrar with room scheduling for KRSS courses, continual monitoring of timetable for errors, coordinates error correction with the Registrar's Office, enrollment reporting, providing recommendations to Program Coordinators and Department Heads on trends in the timetable and enrollment.
• Provides direct support to faculty and staff overseeing the process of undergraduate major admissions and to all program areas regarding current students. This complex assignment includes but is not limited to:
• Provides support as needed to department head, faculty, and staff in matters pertaining to KRSS students
• Analyze and update information in the Banner system
• Acts as the department liaison for SAIS, missing grades, attendance tracking, and room scheduling for faculty, staff, and students
• Collecting and maintaining syllabi
• Maintains general academic information for the department.

Events

• Serve as lead in planning, coordinating, and attending events, meetings, or other activities. Included but not limited to the following tasks: initial budget meetings with business manager, coordinating event committee, developing marketing for the event, space scheduling, coordinating with catering, facilities related requests, scheduling special guests, Manage all event set-up, tear down, and follow-up processes
• Marketing
• Liaison to other Communication Units (Office of Communications, College Marketing Team, etc)
• Maintains general updates to the KRSS website
• Manages all KRSS Social Media Accounts
• Develops marketing materials including flyers, handouts, digital marketing, social media posting, internal monitors, and internal marketing (listservs to department, college, university as appropriate for undergraduate and graduate programs and courses, special event materials, research and community engagement initiative
• Serving as branding resource

Qualifications

Required Qualifications

• Education: High School Diploma
• Experience: At least two years of previous office experience in a position that requires similar skills.
• Knowledge, Skills, Abilities:
• MS Excel, Word, and Office skills.
• Ability to multi-task.
• Ability to prioritize tasks.
• Knowledge of event planning.
• Ability to communicate with multiple audiences.
• Ability to work independently and as a team player.
• Strong problem-solving skills and the ability to see tasks through completion.
• Ability to adapt to changes that might occur in the office environment.
• Ability to expand knowledge in needed areas such as learning new software programs.
• Strong written and verbal communication skills.
• Effective organization skills.

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

• Education: Vocational or Technical Training, Associates Degree, or Bachelor's Degree
• Experience: Preference will be given to individuals with at least one year of experience with Banner/Argos systems.
• Knowledge, Skills, Abilities:
• Knowledge of university policies.
• Skills in digital content creation platforms Photoshop, Illustrator, Canva.

Work Location

• Location: Knoxville, TN
• Onsite

Compensation and Benefits

• UT market range: MR05
• Anticipated hiring range: $44,000 - $47,000
• 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. To be assured of full consideration, completed applications with all requested materials should be submitted.

• Resume
• Cover Letter

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 employeesthe Volunteerswho 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.