Executive Assistant UT Libraries UTK

This role coordinates and prioritizes the Deans complex schedule communications travel meetings and special projects while serving as a key liaison with library faculty and staff university leadership donors alumni community partners and colleagues across the state and nation.

The position exercises a high degree of professionalism discretion independent judgment and initiative in handling sensitive and confidential information. By anticipating needs identifying priorities and proactively resolving issues this role serves as a strategic partner to library leadership and contributes significantly to the effectiveness of executive operations and the achievement of organizational goals.

Executive Level Administrative Support:

• Manages and prioritizes the Deans day-to-day activities and complex calendar including appointments meetings external engagements speaking commitments dining arrangements and room reservations while proactively protecting the Deans time for strategic priorities.

• Ensures timely transitions between meetings and events and monitors RSVP responses to ensure alignment with library and university priorities.

• Manages Senior Associate Dean and Associate Deans day-to-day activities and complex calendars

• Arrange numerous meetings for library campus administration university and local entities; answer and screen phone calls; schedule conference calls; greet visitors to the administrative suite and coordinate office coverage.

• Manages communications on behalf of the Dean by drafting reviewing and distributing routine and confidential correspondence emails reports and other materials using discretion and independent judgment.

• Screens triages resolves redirects and responds to communications on behalf of the Dean as appropriate.

• Serves as the primary liaison between the Dean and internal and external stakeholders including university leadership faculty staff students alumni donors community partners and professional organizations.

• Anticipates administrative and operational needs identifies priorities and proactively addresses issues before executive intervention is required.

• Conducts research and gathers information on confidential sensitive and strategic matters; prepares reports presentations briefing materials talking points background documents and decision-support materials for executive meetings and engagements.

• Attends meetings as requested and prepares agendas minutes action items briefing materials and follow-up communications.

• Handles complex inquiries issues and confidential matters with professionalism sound judgment and discretion.

• Serves as a resource regarding university and library policies procedures and administrative practices.

Executive Level Travel Support:

• Coordinates & manages all travel arrangements and logistics for the Dean Senior Associate & Associate Deans including airfare lodging transportation registrations itineraries vendor coordinator travel documentation reimbursements and expense reporting while ensuring compliance with university policies.

• Anticipates travel needs and proactively resolves issues related to scheduling reservations & reimbursements

• Prepare organized folio for each trip containing all registration and confirmation numbers as well as complete agendas for each trip for Dean.

• Coordinate travel arrangements for library guests and candidates selected for on-campus interviews including flight arrangements hotel arrangements parking lunch/dinner arrangements for interviewee including prepared & process expense reports as needed

Operational Event and Special Project Coordination

• Serves as the primary point of contact for library administrative events receptions retreats meetings and special programs.

• Coordinates event logistics including scheduling facilities catering technology support registration vendor communication budget tracking and attendee communications.

• Partners with campus units external organizations and vendors to ensure successful event planning and execution.

• Exercises delegated authority in consultation with library leadership to approve modify reschedule or decline event-related requests based on operational priorities and resource availability.

• Coordinates TDX proposals for catering for internal programming & events with the event organizer

• Works with Libraries Facilities Manager and event stakeholders to ensure adequate space staffing technology and logistical support are available for all events.

• Creates and maintains libraries administration on SharePoint site including updating SharePoint events calendar; Creates and maintains Libraries Teams site for Libraries HR and Administration; annually makes calls for standing library committees & updates standing committees

• Manages and maintains lists for all-library staff library faculty library training and library bulletin board listservs.

• Maintains web presence for Library Administration (and Hodges Society as needed) & updates libraries organizational charts

• Assists with Student Library Advisory Committee

• Maintains Speaking Volumes email list - ARL SEC Deans Campus leadership (Chancellor & cabinet Provost & leadership team Deans)

• Serves as the Parking representative and acquires orange dots for the library

• Manage office supply inventory and order supplies as needed

• Serves as back up for search support: schedules interviews for all faculty & staff searches; schedules reference calls; assists with interview schedules

• Assists with hiring training scheduling onboarding and co-supervision of student library assistants to ensure effective office operations and customer service coverage.

• Completes 1 3 hours of professional development per month.

• Other duties as assigned

The Administration and HR Office must be covered from 8:00am - 5:00pm Monday - Friday.

Required Qualifications

• Education:

  • High school diploma or GED with 4 years of relevant experience or an equivalent combination of education training & experience

• Experience:

  • Experience supporting senior level directors executives Deans or Associate Deans

• Knowledge Skills & Abilities:

  • Demonstrated ability to exercise independent judgment and discretion in handling highly confidential information.

  • Exceptional organizational and project management skills.

  • Ability to manage multiple competing priorities in a fast-paced environment.

  • Strong written and verbal communication skills.

  • Ability to anticipate leadership needs and proactively address issues.

  • Ability to establish and maintain effective working relationships with individuals at all organizational levels.

  • Advanced proficiency in Microsoft Office Suite Outlook Teams SharePoint and related administrative technologies.

  • Strong customer service orientation and professional presence.

  • Ability to analyze information conduct research and prepare executive-level reports and presentations.

  • High attention to detail

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-basedvisa status.

Preferred Qualifications

• Education:

  • Bachelors degree with 2 years of relevant experience

• Experience:

  • CAP Certified

  • Experience in higher education and UT policies & procedures

  • Experience with Oracle (DASH)

• Knowledge Skills & Abilities:

  • Knowledge of University policy and procedures

  • Skilled in Adobe Creative Suite (Acrobat Pro Photoshop Illustrator Publisher) Canva or Zoom

Work Location

• Location: Knoxville TN

• On-site

Compensation and Benefits

• UT market 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