Administrative Specialist - Social Work Research & Public Service

Administrative Specialist - Social Work Research & Public Service - 23000002F7 Administrative Assistant II (1 Position) – CSW: Social Work Office of Research and Public Service Salary Range: $45,000 - $50,000 Non-Exempt Position The University of Tennessee Knoxville, College of Social Work, through the Social Work Office of Research and Public Service (SWORPS) is accepting applications for an Administrative Assistant II to provide office-level supports, logistical supports, and human resources supports for two statewide projects for the Tennessee Department of Children's Services -Title IV-E Prevention Services Evaluation & Fidelity Monitoring and the Family First Prevention Services Act (FFPSA) Regional Prevention Specialist Project.
As a member of the Division of Applied Research and Evaluation, the Administrative Assistant III reports to the Project Manager for special initiatives.
The Administrative Assistant III is tasked with providing administrative assistance to projects in the collection and processing of time sheets and travel reimbursements; editing, printing, and statewide dissemination of education and awareness materials; coordinating, scheduling, and providing administrative oversight for at least one large (200 person) statewide conference and other quarterly, regional educational events; serving as the first point of contact with supply and service vendors and for space, equipment, or facility issues; managing staff calendars, scheduling and organizing project staff meetings; and providing other program-related operations.
The person in this position prioritizes work based on the objectives and goals of the two statewide project teams and makes recommendations to their supervisor for improvements to office-level procedures.
Key Areas of Responsibility The following job duties include, but not limited to: Administrative Supports -Provides and manages the day-to-day office-level support for program staff/teams at two separate offices -Creates email distribution lists for both programs and manages communication between each program staff/teams and its partners (e.
g.
, SWORPS, DCS, provider agencies, and community stakeholders) and develops a system for organizing and maintaining email communication between and among partners to stay updated on each program's information and program logistics -Using Microsoft Teams, creates folders for both programs and develops a filing system for each program's project and project-related materials and maintains/updates these folders -Reconciles all purchases for both programs -Collects and processes staff time and effort sheets -Handles travel logistics such as hotel reservations, meal per diem information, and car rental for DCS Title IV-E program staff and occasional travel logistics for Family First Prevention program staff -Processes and submits staff travel reimbursements -Collects, files, and/or disseminates program reports, any program/grant operational or procedural manuals, and other program-related materials -Creates, updates, and submits program communication materials for program manager and/or staff review; responsible also for production and distribution of said materials -Edits staff program reports and distributes final copy to appropriate program partners -Coordinates with other units in response to technical needs and/or to resolve issues -Maintains office supply and inventory -Provides excellent customer service to program staff members Event Planning -Serves as the administrative hub for the statewide Prevention Conference, including collecting and processing mileage/hotel/meal per diems for approximately 200 participants and handling the following for this and additional program events: · coordinates and schedules event planning meetings with appropriate program staff members · manages hotel and venue reservations and catering services for breakfast/lunch/dinner as needed · collaborates with project staff and invited event guests to determine the necessary equipment needed for each event -Orders/reserves event equipment such as speakers and microphones -Oversees marketing materials such as the design of event fliers/invitations and distribution of event marketing materials -Sets up and manages Online and on-site event registration and sets up and manages a customer service counter at each event -Provides direction to other project staff assisting with on-site logistics and support of conference attendees -Manages other conference-related administrative issues as they arise such as attendee issues (illness, parking, handicap) or replacement of faulty equipment in a breakout room or ensuring any changes in the program are communicated, etc.
-Serves as point of contact for supply and service vendors -Directs and supervises the work of students or volunteers at the conference and other program events Other Supports -Provides administrative support for any needed personnel action such as scheduling a search committee meeting and recording meeting minutes -Schedules Core Implementation Team Project Leadership Meetings, issues meeting invitations, records minutes, and provides updates to Leadership on completed action items, any scheduled trainings or educational events, draft or completed reports, and/or scheduled regional meetings -Schedules program staff meetings and records and distributes meeting minutes -Other duties as assigned Education High School diploma or GED required; Associate or Bachelor’s degree preferred.
Required Work Experience -Minimum of 4 years of job experience providing office supports (2 years of relevant work experience with Associate or Bachelor’s degree).
-Strong written, oral, interpersonal, and organizational skills.
Preferred experience -Experience with IRIS -Experience with Concur Travel Non-Exempt Position: Market Range, 04.
WORK SCHEDULE: Monday-Friday with occasional weekends, evenings, and overnight travel.
WORK LOCATION: Remote in TN - Knoxville, TN (position is remote with occasional state-wide travel in TN) Application Process: Interested individuals should provide a cover letter addressing professional experience relevant to each required and preferred qualifications, a resume, and complete contact information for 3 professional references.
Screening of applicants will begin immediately and will continue until the position is filled.
Job Other Admin Asst/Secr/Clerical Primary Location US-Tennessee-knoxville Organization Social Work Research & Pub Svc Campus/Institute Knoxville Schedule Full-time Job Posting Nov 9, 2023, 7:47:52 AM