Administrative Specialist, University of Tennessee Institute of Agriculture - UTK

Overview

UTIA’s Senior Vice-President and Senior Vice Chancellor is seeking a welcoming and reliable administrative specialist to join the central UTIA office team. The individual in this role serves as an ambassador for UTIA, a helpful guide in a busy office, and a provider of essential administrative support. The ideal candidate is a master multi-tasker with a can-do attitude who ensures a seamless and positive experience for faculty, staff, students and visitors, including agricultural industry leaders, public officials and university leadership.

Customer Service and Administrative Support

• Manage incoming foot traffic, calls, emails, and other communications on behalf of the office. Screen and prioritize messages, draft responses, and ensure timely and accurate communication with internal and external parties.
• Consult with the Executive Assistant or SVC/SVP on issues needing attention. Assist in resolving administrative issues, make recommendations, and independently handle tasks or decisions on behalf of the office as appropriate.
• Maintain awareness of UTIA’s statewide responsibilities and the various parties communicating with the office. Provide advice on issues deemed best not escalated to the SVC/SVP with discretion.
• Maintain internal relations by serving on UTK/UTIA committees and participating in administrative groups. Manage maintenance of the SVC/SVP UT fleet vehicle. Contribute to social media strategy for the office.

Event Coordination

• Collaborate with UTIA partners to coordinate events (e.g., new employee welcome, annual awards luncheon, promotion and tenure receptions, executive retreat, employee picnics, award receptions, hosted events, and holiday programs).
• Maintain attendee databases, send invitations, compile responses, design event programs, order materials, and coordinate with caterers and other departments (e.g., Event Services, Marketing & Communication) for related needs.

Honors and Awards Management

• Solicit nominations and coordinate UTIA service awards, annual awards, Horizon and Meritorious awards, UT President and UTK Chancellor nominations, and the SVC/SVP High Five Award program. Communicate with executive leaders, faculty and staff while monitoring deadlines.

Ad-Hoc Tasks, Projects, Problem Solving and Assignments

• As needed, coordinate, follow through, and problem-solve on issues or tasks assigned by the SVP/SVC. Manage multiple priorities and deadlines; handle confidential information with discretion. Serve as administrative backup for SVC/SVP calendar coordination.

Administrative Support of Other Leadership

• Provide administrative support for the UTIA Vice Chancellor of Faculty Affairs, including full administrative support of UTIA’s annual P&T cycle; provide support for UTIA’s Director of Stakeholder Activity as required.

DASH Support

• Complete data entry activities in DASH (e.g., out-of-pocket expense reports, accounts payable, and related transactions).

Required Qualifications

• Education: A high school diploma/GED or some college with specialized training.
• Experience: At least four years of work in an office environment.
• Knowledge, Skills, & Abilities: Ability to manage multiple tasks simultaneously; strong oral and written communication skills; interpersonal skills; knowledge of MS Office and related products; excellent professional customer service skills.

Preferred Qualifications

• Education: A bachelor’s degree.
• Experience: Four or more years of office experience working for a senior organizational leader.
• Knowledge, Skills, & Abilities: Knowledge of University Policies and Procedures, UTIA procedures, UTIA units and departments, and DASH.

Onsite at UT’s Morgan Hall (not remote or hybrid eligible).

• UT market range: MR06 (non-exempt)
• More information on the UT Market Range structure is available online.
• More information on UT Benefits is available online.

To express interest, please submit an application with the noted attachments. To be assured of full consideration, complete applications with all requested materials should be submitted on or before January 27, 2026.

• Resume
• Cover Letter
• List of 3 Professional References

At UTIA, we solve problems and transform lives through teaching, discovery, and service. We provide Real. Life. Solutions. that make a tangible difference in agriculture, education, and beyond.

About the University of Tennessee Institute of Agriculture (UTIA) and University of Tennessee, Knoxville: UT Knoxville is a comprehensive, flagship land-grant university with a commitment to the land-grant mission, a diverse student body, and statewide presence. UT Knoxville offers extensive programs and is ranked among top employers in several categories. Apply today and join the Tennessee Volunteer community!