The primary responsibility of the Administrative Specialist I is to provide administrative and clerical support the Department of Marketing and Communications. This position is responsible to the Vice Chancellor of Marketing and Communications, and also provides support to the entire staff. This position will assist with activities that are necessary for the daily operations of the office, along with marketing and communications activities and programs, project management, and media relations. The duties of the Administrative Specialist I are to:
Provide administrative support for marketing and communications professionals located in Knoxville and across the state.
Serve as the front office customer relations representative for the Marketing and Communications department; receive and route phone calls; greet and direct visitors in a friendly, professional manner; this includes problem-solving depending on the visitor's needs.
Assist in scheduling appointments, arranging meetings, coordinating retreats, and maintaining the calendar for the Vice Chancellor.
Perform IRIS (SAP) duties which include monthly/weekly payroll for all staff members; making travel arrangements and processing travel reimbursements for departmental expenses.
Direct clients requesting projects to the departmental project coordinator; assist the project coordinator with duties as needed.
Have a full understanding of the online departmental website for marketing; have knowledge of the marketing toolkit and the ability to assist clients in accessing logos, templates, etc.
Assist with media relations staff by sending news releases to various media outlets as assigned; maintain and up-to-date list of media contacts; serve as the contact and archivist for the press clippings service.
Upload and update web-based materials and information for UTIA and departmental websites.
Maintain the mailing list for our signature magazine, Tennessee Land, Life & Science, by working with the editor and UTIA Advancement office to refresh the list; handle the mailing of hardcopies to identified recipients.
Assist in coordinating special events originating from the department which may include onsite set-up, placing catering orders, securing supplies, and assisting at the event.
Perform records management and maintenance (maintain/update paper and electronic files.)
Maintain supply of promotional items; handle any online orders of items.
Order office supplies as needed in coordination with staff members; responsible for departmental procurement card.
Maintain the general order of the office including outgoing mail and mail distribution to staff members; keeping the kitchen area fully stocked; maintaining order in the supply closet; and ensuring common areas are tidy and clean.
Abide by all UT policies and procedures within all aspects of the position.
Provides leadership for a program of activities that meets the needs of all eligible clientele regardless of race, color, national origin, age, sex, disability, religion or veteran status.
High school degree and three to four years office experience or Bachelor's degree with one-two years office experience.
Excellent organizational and multi-tasking skills to prioritize work to meet deadlines and handle urgent matters while staying on task with other assigned duties and responsibilities.
Strong interpersonal skills and excellent written and verbal communication skills.
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
Knowledge of internet platform such as WordPress and SharePoint.
Excellent keyboarding, grammar, spelling and proofreading skills.
Dependable and able to complete tasks accurately and on time.
Able to prioritize, multi-task, and work independently and as a team member with little or no supervision.
Exercise good judgement, confidentiality, and discretion in the performance of all work assignments.
Exhibit professionalism during all aspects of the job.
Willingness to learn new tasks and/or skills.
Valid driver's license.
Five years office experience preferred.
Two years college level course credits preferred with three to four years office experience.
Bachelor's degree in marketing, communications, or journalism is preferred.
Experience working in a marketing and communications office is preferred.
Experience with data management is preferred.
Knowledge of and experience with IRIS (SAP) and Taleo is preferred.
UT Extension provides a gateway to the University of Tennessee as the outreach unit of the Institute of Agriculture. With an office in every Tennessee County, UT Extension delivers educational programs and research-based information to citizens throughout the state. In cooperation with Tennessee State University, UT Extension works with farmers, families, youth and communities, to improve lives by addressing problems and issues at the local, state and national levels.
The Institute’s four major units are the College of Agricultural Sciences and Natural Resources, the College of Veterinary Medicine, UT AgResearch and UT Extension. The Institute contributes to improving the quality of lives and enhancing the agricultural, economic, environmental and social well-being of Tennessee. Our clientele include students, families, farmers, 4-Hers, agribusiness and the general public.