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Admin Specialist I - Institute for Public Service (Jackson, Tn.) - D

Posted on Feb 14, 2019 by University of Tennessee

Knoxville, TN 37996
Travel & Tourism
7 Feb 2019
Annual Salary
Admin Specialist I - Institute for Public Service (Jackson, Tn.) - D Description
Regular Full-time, Pay Grade 35 General Description
The Jackson Regional Office of the Institute for Public Service provides support for the Center for Industrial Services, Municipal Technical Advisory Service and County Technical Assistance Service. All the foregoing entities provide technical assistance and consultative services to municipal and county government as well as business and industry in West Tennessee. The general function is to provide administrative support to the consultants employed by these groups in the Jackson office. Additionally, support is provided to other IPS employees as well in the offices at UT Martin and in Memphis. This includes written and oral communication with professional and support staff in various UT departments, with local and state elected officials, and area business and industry. This position supports up to nine consultants in the Jackson office, four consultants in the Martin office and three consultants in the Memphis office. Duties and Responsibilities Areas of responsibility include, but not limited to, the following:Administrative Support - answer telephone calls and direct callers to correct person including any of the IPS agencies across the state (requires familiarization with other agencies and offices). Proof, edit and prepare written correspondence to send out to customers. Proctor exams for the consultants in West Tennessee in conjunction with the Certified Municipal Finance Officers program. Collaborate with the West Tennessee Mayors' Association and other associations as requested to plan and schedule their meetings as requested. Distribute mail and prepare mail to be sent out as well as overnight shipments. Process travel expenses in IRIS and assist consultants with travel reimbursements.Event coordination - coordinate meetings, conferences and training for consultants in WestServe as the point-of-contact for events held in the Jackson office. Provide assistance to consultants, trainers and speakers with PowerPoint presentations. Prepare handouts, books and certificates of completion for training programs. Arrange catering for consultants for various training programs. Schedule and maintain calendar for the seminar room and if needed, assist with use of the equipment.Invoices and supplies - Enter invoices into IRIS. Request new vendor numbers. Order and maintain supplies.Committees - Serve on institute-wide committees as available. Qualifications
Required Qualifications
Requires a High School diploma. CPS/CAP certification preferred. Experience
Requires 3-5 years of office experience working with a variety of office disciplines in the administrative field. This position requires a strong work ethic in an individual who can effectively multi-task. The individual must be able to interact effectively with personnel in other departments within the university on behalf of the department. This position is often the first contact for the Jackson office with those inside and outside the university, and must be an excellent representative of the department. It is critical the person in this position be flexible and available to work extended hours as needed. Skills
Specific skills include Proficient computer skills and knowledge of various Microsoft Office computer programs and software.Excellent oral, written and presentation skills; exceptional listening skills.Ability to provide attention to detail and organizational skills.Ability to work independently and without direct supervision.Ability to operate and troubleshoot a computer, copier, fax, and printer.Ability to work as part of a team and at times lead committees or work groups. Discretion is a key skill for success in this position.Ability to manage multiple tasks simultaneously.Must be comfortable working with a wide range of employees, stakeholders, customers and partners.Commitment to quality and integrity.Must be flexible and willing to work beyond scheduled hours or non-traditional workdays when required.Experience in IRIS is preferred. Behaviors
This position will exhibit qualities of emotional maturity, genuineness, self-confidence, common sense, judgment, fairness, creativity, discretion, decisiveness, diplomacy, tact, resiliency, adaptability, and tolerance for ambiguity. This position also entails exposure to highest level of confidentiality. Demonstrated behavioral expectations include: Unquestioned integrity and trustworthiness.Commitment to the University's mission and strategic plan, as well as missions and strategic plans for each campus/institute.Ability to make good, consistent and fair decisions (based on fact and data).Ability to work with cross-functional teams and to foster teamwork. For more information and to apply, please visit:
The University of Tennessee is an EEO/AA/Title VI/Title IX/Section 504/ADA/ADEA institution in the provision of its education and employment programs and services. All qualified applicants will receive equal consideration for employment without regard to, and will not be discriminated against on the basis of, race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status.

Apply Here: PI Category: Hospitality & Tourism , Keywords: Conference Specialist

Reference: 646340079