Administrative Specialist: College of Social Work - UTK

This position reports to the CSW Enrollment and Program Support Manager. This position is responsible for providing administrative support to the students, faculty, and program director of the CSW Online MSSW program.

MSSW Online Program Support:

-Provide administrative support to the Online MSSW Program Director and MSSW adjuncts such as assisting with course requests entries and updates and submitting the course request change form; collaborating with the program director to review and edit the course request schedule proof; confirming textbook adoptions each semester; ordering desk copies for course lecturers/faculty; collecting, uploading, and updating the syllabi as required; and making any necessary calendar updates for program director and/or travel arrangements and distributing program information.

-Coordinates the logistics of the MSSW orientations held in the summer and fall, the Comprehensive Exam, and the proficiency process, and schedules the online MSSW student meetings and events by coordinating the logistics and providing communication support and serving as the central point of contact responsible for managing timelines, documentation, and program communication. For example, answering student questions related to the proficiency exam, tracks required materials, routes submissions to faculty reviews, and follows up on needed items with targeted timelines.

-Coordinates the logistics for orientations with the Program Director, IT, and Student Success that includes developing the schedule of events, updating communication materials, securing IT/technology support. This position ensures execution of the content development of the Program Director and holds operation responsibility for the program's process flows and disseminating program communication.

-Responsible for taking minutes at the online MSSW Program related meetings.

-Manages, creates, and edits documents and manuals at the direction of the Online MSSW Program Director.

-Assists the Online MSSW Program Director by managing the program budget by tracking expenses such as printed items, event materials, and supply orders.

-Coordinate college-wide mid-term evaluations

-Collect syllabi for online MSSW courses

-Serve as the textbook coordinator for online MSSW

-Point of contact for online MSSW students

- Gather and report counts throughout year (current student, graduation totals, new student, projection figures, etc.).

-Administrative support for the LEAD initiative.

DASH Financial and HR System:

-Provide travel support and reimbursement requests for MSSW Program Director and Online MSSW Program students such as providing information on travel policies and deadlines and answering any questions or directing faculty to the point of contact or department.

-Submitting ORFs (Order Request Forms) for purchase items such as office supplies and memberships, event food, and all travel; assisting with international travel requirements and travel card requests; and creating and submitting expense reports for faculty review/resubmission. if/when needed, including gathering agendas, receipts, and conference details.

-Process petty cash requests for MSSW Program Director, and online MSSW students.

-Other duties as assigned.

Required Qualifications

• Education:
  • High School Diploma or GED
• Experience:
  • 4-5 years experience in an office environment with High School Diploma

  • 1-2 years of experience in an office environment with a Bachelor’s Degree

• Knowledge, Skills, Abilities:
  • Strong organizational skills
  • Excellent interpersonal, written and oral communication skills
  • Ability to maintain confidential information
  • Professional decision making and problem-solving skills
  • Ability to manage multiple projects and work assignments
  • Ability to accomplish projects independently with little or no supervision
  • Ability and willingness to consistently adhere to the College of Social Work mission statement, vision, strategic plan and all University and College policies and procedures.
  • Advanced skill level in Microsoft Word Suite (Word, Excel, etc.)

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-based visa status.

Preferred Qualifications

• Education:
  • Bachelor’s Degree
• Experience:
  • Experience working within an academic environment and graduate program.
• Knowledge, Skills, Abilities:
  • Knowledge of the University of Tennessee policies and procedures.
  • Experience with Adobe, SAP, Banner, Argos, and canvas.
  • SAP or IRIS or dash experience.

Work Location

• Knoxville, TN (Hybrid)

Compensation and Benefits

• UT market range: MR05
• Hybrid Schedule with occasional evenings
• Salary range: 42-43K (DOE)
• Non-Exempt
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions

For best consideration, applicants should submit the following materials along with their application:

• Resume
• Cover Letter expressing interest in the role

About The College/Department/Division

The College of Social Work is committed to advancing the mission of the University of Tennessee, Knoxville, as the state’s flagship land-grant university: to provide a quality public education for the citizens of Tennessee and beyond through exemplary teaching, research, and service. The college provides a professional social work education program that prepares bachelor’s and master's-level students for social work practice and doctoral-level graduate students for social work research and academia.