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Administrative Specialist, University of Tennessee Institute of Agriculture - UTK

Position Number: 6638399
Location: Chattanooga, TN
Position Type: Other Administrative Positions

Administrative Specialist, University of Tennessee Institute of Agriculture - UTK
Knoxville, TN, United States

Job Identification: 5409
Job Category: Administrative
Posting Date: 10/09/2025
Job Schedule: Full Time
Locations: 2621 Morgan Circle Drive, Knoxville, TN, 37996, US (On-site)

Job Description
UTIA's Senior Vice-President and Senior Vice Chancellor is seeking a welcoming and reliable administrative specialist to join the central UTIA office team. The individual in this role is an important ambassador for UTIA; a helpful guide in a busy office; and a provider of essential administrative support. The ideal candidate is a master multi-tasker with a helpful, can-do attitude who enjoys ensuring a seamless and positive experience for faculty, staff, students and visitors that include Agricultural industry leaders, public officials and university leadership.

Responsibilities
Event Coordination

Collaborates with parties across UTIA on coordination of UTIA events including, but not limited to UTIA new employee welcome, UTIA annual awards luncheon, UTIA promotion and tenure reception, UTIA executive retreat, UTIA employee picnic, Ag Day award reception, Smith Center dinner, retirement receptions, SVC/SVP hosted events, employee recognition programs across Tennessee and holiday events and cards. Maintains Excel database of attendees for various events. Oversees various tasks for the events sends invitation letters; compile responses; designs event programs; orders plaques and other necessary materials specific to each event; works with caterer on menu details; designs and prints name tags and place cards; works with other departments on specific needs for an event (i.e. Event Services Manager for event coordination, room set-up, and parking, Marketing & Communication for biographical sketches, printed project materials, and evite creations.

Customer Service and administrative responsibilities

The nature and physical arrangement of the office in addition to high customer service expectations of the UTIA SVP/ SVC requires extensive interaction and partnership with the Executive Assistant. Manages incoming foot traffic, calls, emails, and other forms of communication on behalf of the office. This includes screening and prioritizing messages, drafting responses, and ensuring timely and accurate communication with internal and external parties. Consult with the Executive Assistant or the SVC/SVP on issues needing attention. May be involved in resolving administrative issues, making recommendations, and independently handling certain tasks or decisions on behalf of the office. Must maintain awareness of UTIA's statewide responsibilities and the various important parties communicating with the office. Will assist or provide advice on issues determined best not escalated to the attention of the SVC and SVP with discretion. Maintains internal relations by serving on various UTK and UTIA committees and participating in various administrative groups. Manages the maintenance of the SVC/SVP UT fleet vehicle. Also works with the SVP/SVC in social media strategy for the office.

Honors and Awards Management

Independently solicits nominations and coordinates UTIA service awards distribution, UTIA annual awards, UTIA Horizon and Meritorious awards, UT President and UTK Chancellor award nominations, and the SVC/SVP High Five Award program, communicating with executive leaders, faculty, and staff while monitoring deadlines.

Ad-Hoc Tasks, Projects, Problem Solving and Assignments

As needs arise, assigned to communicate, follow through and problem solve on issues, projects or tasks assigned by the SVP/SVC. Requires responsiveness, ability to juggle multiple competing priorities and the ability to manage conflicting deadlines. At times, this area of responsibility requires exceptional sensitivity and the ability to handle information confidentially. Serves as administrative back up for SVC/SVP calendar coordination.

Administrative support of other leadership

Provide administrative support for UTIA Vice Chancellor of Faculty Affairs, including full administrative support of UTIA's annual P&T cycle (SVC/ SVP also holds responsibility as UTIA's Head of Academic Affairs). Will also support UTIA's Director of Stakeholder Activity as required.

DASH Support

Completes data entry activities in DASH such as out of pocket expense reports, accounts payable and other transactions as required.

Qualifications
Required Qualifications:

A high school diploma or GED
Three or more years of work in an office environment
Work experience showing administrative support of an organizational leader

Preferred Qualifications:

A bachelor's degree
More than three years of experience in an office environment

Work Location:

Onsite at UT's Morgan Hall (this is not a remote or hybrid eligible position).

Compensation and Benefits:

UT market range: MR05 (non-exempt)
Anticipated hiring range: $17.00/ hr - $18.50/ hr
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 attachments below. To be assured of full consideration, completed applications with all requested materials should be submitted on or before October 27, 2025.

Resume
Cover Letter
List of 3 Professional References

About University of Tennessee Institute of Agriculture (UTIA):

At UTIA, we're not just solving problems - we're transforming lives. Through teaching, discovery, and service, we provide Real. Life. Solutions. that make a tangible difference in agriculture, education, and beyond. Visit University of Tennessee Institute of Agriculture to learn more.

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!

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/5409/?mode=location