Administrative Specialist: College of Social Work-UTK

University of Tennessee•Knoxville, TN

1d•$40 - $44•Hybrid

About The Position

This position reports to the College of Social Work (CSW) Enrollment and Program Support Manager. This position is responsible for providing administrative support to the students, faculty, and Program Director of the CSW BSSW face to face and online programs.

Requirements

High School Diploma or GED
4-5 years of experience in an office environment with a High School Diploma/GED
1-2 years of experience in an office environment with a Bachelor's Degree
Project Management skills
Demonstrate good judgment skills in handling sensitive situations
Ability to maintain confidential information
Professional decision making and problem solving skills
Excellent interpersonal, oral and written communications skills
Ability to manage multiple projects and work assignments
Ability to accomplish projects with no supervision
Fantastic customer service ethic and high expectations for quality
Proficient in Microsoft Office including Word, Excel and PowerPoint

Nice To Haves

Bachelor's Degree
Experience working in higher education or academic environment
Experience with Adobe, SAP, Banner, Argos, and canvas
Knowledge with the University of Tennessee, policies and procedures

Responsibilities

Provide administrative support in daily activities such as word processing, data entry, calendar management, course management, and organizing outgoing communications on behalf of the Program Director.
Assist Program Director to schedule meetings to ensure input into functioning and direction of the BSSW program.
Assist with strategic communications for the Program Director and BSSW program.
Prioritize and manage multiple projects simultaneously and follow through on tasks in an efficient and timely manner that is observant of crucial deadlines.
Field inquiries from prospect students to help assist Program Director and the CSW enrollment office to recruit highly qualified, diverse applicants.
Assist with the coordination of the minor program.
Coordinate faculty and student mentor programs.
Serves as a backup for BSSW program overrides and DARS petition entry.
Provide orientation development support for BSSW program.
Responsible for the order of program related materials and instructor copies of textbooks to ensure that the program has the materials needed to function each semester.
Process and maintain the BSSW sections of the course request spreadsheet to ensure adequate operation of the program each semester.
Collaborate with Program Director to examine and edit the scheduling of courses each semester.
Develop, catalog, organize and maintain BSSW program training materials and related documents
Compile data to place in the BSSW CSWE report, as well as accreditation.
Maintain and update the BSSW handbook
Collect and track applications for BSSW sophomores applying for progression into the program.
Attend BSSW program committee meetings, maintain minutes and distribute appropriately.
Maintain curriculum forms and handouts for the BSSW program.
Review syllabi for consistency before uploading.
Register all online BSSW students each semester.
Create and maintain individual student database and files.
Retain copies of any pertinent communication, emails, letters, or notes of phone conversations between the Program Director and student that reflect potential student issues.
Generate and maintain an email listserv for the BSSW students. Increase ease and assure accuracy of email communications with students.
On board and communicate directly with BSSW students to ensure they have the information needed to begin the program.
Collaborate with the Program Director and Student Success Center to schedule orientation.
Coordinate event spaces for all BSSW events.
Attend orientation and all BSSW events to guide the progress and field technical or other concerns.
Coordinate with the Program Director to arrange BSSW student events; introduce students to potential learning opportunities; and provide events to increase student belonging.
Provide travel support and reimbursement requests for BSSW Program Director and students such as providing information on travel policies and deadlines and answering any questions or directing faculty to the point of contact or department.
Submitting ORFs (Order Request Forms) for purchase items such as office supplies and memberships, event food, and all travel.
Assisting with international travel requirements and travel card requests; and creating and submitting expense reports for faculty review/resubmission if/when needed, including gathering agendas, receipts, and conference details.
Process petty cash requests for BSSW Program Director and students.
Other duties as assigned