Administrative Coordinator Office of Research, Innovation, & Economic Development UTK

This position is an administrative coordinator on the Division of Research Administration Shared Administrative Services (DRA-SAS) team in the Office of Research Innovation & Economic Development (ORIED) at the University of Tennessee Knoxville (UT) reporting to the DRA-SAS administrative team lead and ultimately to the associate vice chancellor for research administration (AVCRA). DRA-SAS provides operational and financial administrative support for the work of the 75 people within DRA and provides on-site support for all ORIED staff based at Cherokee Mills (CM). The administrative coordinator provides efficient accurate and timely support for the work of the division. DRA-SAS takes a shared services approach to supporting the operational and financial needs of the division and the team has the flexibility to refocus support to respond to current and emerging needs and priorities. DRA-SAS administrative coordinators operate in a dynamic environment and are committed to supporting the workload of the entire division in a positive equitable and flexible manner. The position works in person in ORIEDs Cherokee Mills (CM) location.

OPERATIONAL ADMINISTRATIVE SUPPORT:Like all of DRA-SAS the administrative coordinator shares the work of managing the operational administrative needs of the division. Assignments may include but are not limited to the following:

Supports workflow processes that are critical to meeting compliance requirements including timely processing of proposal award and accounting assignments.

Updates proposal information in the DASH Research database.

Establishes and updates electronic accounts for principal investigators and DRA staff.

Facilitates creation of user ID profiles in numerous systems for to ensure all faculty have access to submit proposals for external funding and associated progress reports.

Processes incoming awards and award-related documents by identifying the applicable proposal logging documents into multiple digital systems and distributing to appropriate coordinator to ensure timely negotiations for external funding.

Manages DASH Research roles and access levels to ensure faculty and staff across the Knoxville campus can use DASH effectively for sponsored projects activities.

Manages intake and triage of foundation proposals and awards collaborating with colleagues at the UT Foundation and the AVCRA to produce regular reporting on foundations workflow.

PROCESS IMPROVEMENT:Each member of DRA-SAS is expected to be an active participant in meeting team objectives and goals and improving work outcomes. Under the general supervision of the DRA-SAS administrative team lead administrative coordinators analyze information and interpret situations to determine how to solve a problem or complete an assignment effectively and share these solutions and best practices with other members of the team. They also make recommendations to the team lead to create and change office-level procedures.

ON-SITE ADMINISTRATIVE SUPPORT:Like all of DRA-SAS the administrative coordinator provides on-site administrative support for ORIEDs CM-based staff (not limited to DRA staff). That support may include but is not limited to:

Answers the door and welcomes guests to ORIEDs CM suite.

Manages reservations for CM conference rooms and workspaces.

Manages parking tag reservations.

Interfaces with ORIED business staff and CM building manager on facilities concerns.

Manages incoming and outgoing mail and package and service deliveries.

Manages onsite activities for external vendors accessing CM.

OTHER DUTIES AS ASSIGNED:Includes (but is not limited to) temporarily assuming additional operational and financial administrative duties in the event of a job vacancy on the team until the position can be filled.

Required Qualifications

• Education:
  • High School diploma or GED
• Experience:
  • Five years of experience as an administrative assistant in an office environment.
• Knowledge Skills Abilities:
  • Exceptional customer service approach to all interactions with UT faculty staff and administrators as well as external guests;
  • Commitment to supporting the workload of the entire team in a positive equitable and flexible manner;
  • Strong personal initiative to proactively manage assigned tasks and meet deadlines under minimal supervision;
  • Excellent organizational skills and attention to detail;
  • Ability to multi-task and prioritize assignments;
  • Professional writing and proofreading skills;
  • Proficiency with the Microsoft Office software suite especially Outlook;
  • Professional integrity including a thorough understanding of confidentiality.

Preferred Qualifications

• Education:
  • Associates or Bachelors Degree
  • Certified Administrative Professional (CAP) credential
• Experience:
  • Experience working in an academic environment; Certified Administrative Professional (CAP) credential.
• Knowledge Skills Abilities:
  • Experience with software programs and tools used at UT or in other academic institutions such as IRIS/DASH Cayuse/DASH Research 25Live etc.

Work Location

• Location: Knoxville TN
• Onsite

Compensation and Benefits

• UT market range: 06
• Anticipated hiring range: 06
• Find more information on the UT Market Range structurehere
• Find more information on UT Benefitshere

Application Instructions

To express interest please submit an application with the noted below attachments.

• Resume
• Cover Letter
• List of 3 Professional References