Career Planning Administrative Specialist

Description

 

The Career Planning Administrative Specialist at the University of Tennessee at Martin, under the direction of the Director of Career Planning and Development. This position provides general administrative support and assistance for the operation of all internal office functions.  Additionally, this position will assist with the coordination, scheduling, and deconflicting of department calendars to support robust meeting requirements. This individual will also help schedule and coordinate logistical support for special meetings, workshops, and events.
Duties:

•    Provides front-line receptionist duties providing excellent customer service; greets visitors, provides visitor support including parking and other supporting tasks as assigned, answers phones and takes messages, responds to email inquiries, sends, distributes, and arranges for USPS and FEDEX mailings and deliveries.
•    Initiates and drafts correspondence, agendas, spreadsheets, and other documents with direction and guidance; proofreads and corrects completed material; reviews and ensures compliance with the accuracy and completeness of information.
•    Maintains, inventories and orders office supplies. Keeps office supplies stored in an orderly manner.
•    Prepares materials for meetings and events to include developing and distributing agendas and announcements and other related documents.
•    Gathers information about other organizations or entities as directed to help leaders prepare for meetings or other official business.
•    Financial-Conduct supply, equipment, and space inventories; procurement of supplies; preparation and entry of all travel documents and expense reports; Petty cash reimbursements; reconcile -card statements and monthly ledgers.
•    Payroll- Prepare timesheets and enter monthly and biweekly time reports; reconcile payroll journals and distribution reports; process recurring and additional pay forms for the department
•    Reporting- prepare departmental expense reports as needed.
•    Communication- Serves as a liaison between the Career Planning and Development office and all other university departments and divisions. Work closely with faculty, staff, and students organization with presentation requests.
•    Scheduling- Enter appointments in Handshake; Assign students to appropriate staff members for services.  Assist employers and faculty with scheduling presentations and utilizing Career Planning and Development facilities. 
•    Outreach- Provide support for all Career Planning and Development outreach activities including securing facilities, assisting with promotional material, and ordering supplies and food.
•    Career Fairs- Coordinate employer hospitality suite, process payments for employer registration, order signs and other promotional material.
•    Student Employees- Assist with the hiring, training, supervision, and scheduling of student employees. Prepare timesheets and enter them into IRIS.
•    Assist with Resume and Cover letter writing for students. 
•    Coordinate and develop recognition programs for Student Employees (Student Employee Luncheon). 

Qualifications

 

Minimum Qualifications
•    High School Diploma or GED
•    Minimum of two years of administrative office experience 
•    Two years of administrative support experience working at an institution of higher education is preferred.

Application Process:  Applicants must apply online and attach a cover letter and resume.
Application Deadline:  Review of applications will begin immediately and will continue until a suitable candidate has been selected.
Minimum hiring rate $16.34 (Market Range 04) – Salary commensurate with education and experience.
To view Annual Security & Fire Report https://www.utm.edu/offices-and-services/public-safety/_media/2023 UTM ASFSR official.pdf

Job
  Other Admin Asst/Secr/Clerical 
Primary Location
  US-Tennessee-Martin 
Organization
  Career Planning & Development 
Campus/Institute  Martin 
Schedule
  Full-time 
Job Posting
  May 30, 2024, 5:45:31 PM