Admin Support Asst III

Administrative Support Assistant III

University Housing

University Housing within the Division of Student Life invites applications for the position of Administrative Support Assistant III. This position supports the Assistant Director of Residence Life for Residential Conduct, other Assistant Directors, area graduate assistants (GA's), and performs general administrative functions for the area office in University Housing. Tasks include, but are not limited to, answering phones; greeting/referring/assisting visitors, customers, staff, or others; preparing documents and reports; compiling records; scheduling meetings; organizing and maintaining information; coordinating calendars; analyzing data; and providing general office support.

The mission of University Housing is to create positive residential communities which support the academic mission of the university. We seek to provide programs, services and a diverse community environment which contributes to individual learning, which foster growth and development, and in which respect and responsible behavior are encouraged. We strive to provide safe, comfortable, affordable, and well-maintained housing facilities for our residents.

The Position: The Administrative Support Assistant III assists residence life staff to ensure they are able to do their work efficiently and effectively. This position works daily with the Assistant Directors of Residence Life, hall directors, assistant hall directors, and graduate assistants. They serve as a resource for the residence life staff, students, parents, campus partners, and other university administrators and departments. The position is located in the area office, which is a hub for residence life staff and functions.

Responsibilities:

• Clerical Support: working to prepare letters, reports, and other related documents for Assistant Directors and Area Graduate Assistants; take and distribute meeting minutes; maintain student conduct records and other confidential information; Review daily logs and incident reports; order and maintain office supplies; schedule meetings and arrange appointments; help operate and maintain office machines and equipment.
• Reservations: Work with Campus Event Services to maintain conference and multipurpose room reservations for internal and external stakeholders. Assist in the scheduling of student sanctions when appropriate.
• Financial: Process area office expenditures and send invoices/receipts to finance for processing; Assist committees with committee expenditures and submit invoices/receipts to finance for processing.
• Personnel: Maintain monthly annual/sick leave records for exempt staff. Assist in maintaining accurate records of time away for residence life staff on the time away calendar.
• Security: Maintain security of master key box for building master keys to all residence halls. Provide policy and procedure guidance to students/staff when Assistant Director is not available.

The University and Region: UTK is the state’s flagship, land-grant university. We are a Research 1 university, housing 11 colleges and 900+ programs of study. With an enrollment of 30,000 students, our undergraduate and graduate programs are repeatedly ranked among top national programs. The city of Knoxville is a hidden gem with a beautiful and walkable downtown, a diverse music scene, active neighborhoods, unique restaurants, and a robust offering of outdoor and cultural activities. UTK is located within easy driving distance to Asheville, Nashville, Atlanta, and the Great Smoky Mountains; and a day’s drive to Memphis, Chicago and Washington D.C. Knoxville and the surrounding counties have a statistical area population of over 850,000 people. The Knoxville region houses many leading corporations, including Bush Brothers & Company, Discovery Inc., Tennessee Valley Authority, and Oak Ridge National Laboratory.

What We Require

Education: High school diploma or GED.

Experience: 1 year experience in administrative support position.

Knowledge, Skills, and Abilities:

• Skilled in oral and written communication
• Ability to organize work, set priorities and meet deadlines
• Strong customer services skills
• Strong knowledge of Microsoft Office Word, Excel, and Outlook

What We Prefer:

Education: High school diploma or GED.

Experience:

• Knowledge of computer software programs including SharePoint, StarRez, Kronos, Publisher, Maxient, and eRezLife
• Knowledge of University Housing policies and procedures
• 1 year of experience in a university or educational office setting

Salary: The salary for this position is commensurate with experience and other qualifications and is accompanied by a standard university benefits package. This is an exempt, 12-month, full-time, non-tenure track staff position.

Application Process: Please complete the on-line application for full consideration. Applicants should include a cover letter, resume, transcript, and a list of at least three references (with current e-mail address and phone number/s) in the application file. A review of all applications will begin immediately and will continue until the position is filled. Questions regarding the search may be directed to the search committee chair.