Administrative Coordinator, CECS Student Success Center

Job Description

The Administrative Coordinator will provide administrative and event support to the CECS Student Success Center CSS. Event support includes working closely with colleagues to coordinate events in support all CSS areas of outreach, academic advising, and career development. Administrative duties include accounting/budget, secretarial, clerical, customer service, student worker management, and related support.

Responsibilities

Clerical Duties
Front desk duties to be managed by administrative coordinator and, in the event of absence, coordinated by administrative coordinator and performed by student workers: Answer telephone and direct visitors for CECS Student Success Center. Provide direction on how student visitors can access CSS services. Serve as first point of contact within Success Center for prospective students and their parents, prospective employers, community partners, and donors. Prepare gift bags for visiting prospective students and other guests. Keep materials stocked, such as brochures for visitors. Clean and arrange CSS spaces before closing daily.

Take minutes for Success Center meetings. Reserve rooms and coordinate room use as requested by CSS Director. Assist professional advisors and outreach coordinator with committees, organizations, meetings, documents and arrangements, including collecting data, creating charts, figures and spreadsheets, and attending to administrative arrangements as requested. Manage key requests-Prepare and submit key request forms and manage building access/keyless entry as needed. Pull lists from Argos/Banner as requested per semester. Attend trainings as required or as suggested by Director. Manage center's departmental inbox.

Payroll
Reconcile monthly and biweekly payroll registers on monthly or biweekly basis. Submit pay funding changes and personnel change forms as necessary. Enter all payments in DASH, track and reconcile to university ledger.

Budget/Accounting
Provide and maintain bi-monthly budget/expenditure reports (college-required shadow account) and reconcile with university ledger (paper or electronic). Work with Accounting Services to submit reports and close accounts. Work closely with college Budget assistant as needed. Manage inventory and make orders to resupply. Coordinate with Director regarding budgetary requests prior to execution of purchases.

Purchasing/Reimbursement/Payments
Provide Director with recommendations/price comparisons for supply purchases to maximize department budget allocation and order supplies, project equipment, food for events, etc. Prepare and process a high volume of T-4 (miscellaneous reimbursements) in IRIS for projects and other similar activities. Process invoices for payment via DASH and any center purchases made on purchasing/expense cards, collaborating with UTC Accounting Services and/or College Budget Assistant as applicable. Order supplies, date stamp, and code invoices for payment. Know when an NCJ, PO, or contract is required and monetary thresholds required.

Prepare Travel Requests and Expense Reports in IRIS and coordinate trips in Concur for center as needed (Examples: process conference registration, request vehicles from motor pool, obtain conference hotel documentation, assist with domestic and international travel coordination, etc.)

Submit work orders to UTC Facilities Planning and Management via on-line system as requested and as problems are reported, per Director approval. Track this expenditure and coordinate with other departments/dean's office/UTC Facilities as needed.

Contract Activities
This position requires knowledge and understanding of the ever-changing UT Fiscal Policy on contracts, i.e. knowing when a contract is required, how to create a contract, when a non-competitive justification agreement is required and how to process it, what budget approvals are required, and how to submit in Contract Management System, how to request a new vendor, and track progress. Gather vendor information and coordinate with vendor contacts and UTC Purchasing Office staff during the process.
Process ADL pay requests, travel, event planning, coordinate shipping and arrange for purchase of materials, meals for group events and reimbursements and provide copies of processed expenditures as requested.

Consult fiscal and HR policy and stay abreast of updates on all above including record retention and best practices.

Hiring and Marketing
Work with vendors and internal colleagues on marketing tasks as directed.

This position requires knowledge and understanding of UT Human Resource policies, processes, and IRIS functions for hiring student employees and staff. This includes background checks, position requests, arranging interviews, preparing candidate travel/expense reports, preparing contract letters, and on boarding support (i.e. DASH training, set up banner training, UTC Learn, UTC ID card, building access, parking, office phone set up, etc.). Provide and prepare all hire documents and required notices for new staff and students. Also provide support to search committees and committee chairs and work with HR, OED, and Faculty Records staff as needed.

Work with central administrators to procure, hire, train, and manage work study student(s) by providing training, work direction, overall office guidance, and assigning duties. Must make sure work study student completes and submit biweekly time sheet for entry in JobX for Federal Work Study students and/or reporting Academic Service Scholarship students hours to UTC Financial Aid as required. Reconcile payroll register (see above). Manage coverage of front desk during work hours and manage front desk responsibilities directly in cases where coverage is not secured.

Event Coordination
Support managing colleagues to ensure objectives of their events are met. Assist CSS staff with all logistical concerns for departmental events including but not limited to room reservations, way-finding safety protocols, signage, marketing collateral, ordering food (and managing preferences of attendees), volunteer management, creating and distributing calendar invitations, planning decor, arranging for parking permits, preparing name tags, maintaining databases, AV, tech, music, registration/RSVP forms, working with vendors, ordering supplies, and event set up/breakdown. The role also requires that the administrative coordinator develop and maintain process documentation for regular events, as well as manage budgets and financial reconciliation for CSS events.

Outreach, Career Development, and Academic Advising Support
Assist in communication with the Student Ambassadors and management of work duties as necessary. Support prospective student tours and departmental involvement with prospective student visits.

Support career development events to include employer communications regarding event coordination as needed for event support.

Assist Director and professional advisers with freshman and transfer orientation by preparing materials, making event arrangements, reserving rooms, posting signs, and ordering refreshments. Coordinate with UTC Admissions and CECS Departments as requested/needed and make appointments for prospective parents/students to meet with freshman/transfer advisor or refer to CECS Center for Student Success.

The ideal candidate will possess the following:

• Ability to perform word processing or data input/retrieval using Adobe and MS Word, Excel, PowerPoint, and Outlook.

• Knowledge of Banner (INB, SSB, MyMocsDegree)/Argos, Navigate, DASH, Virtual EMS, and Contract Management System.

• Skills to create/maintain mail merges, data bases, charts, spreadsheets, surveys, polls, and filing systems. Ability to use DASH/travel platform for travel, budget/expenditure reconciliation, and payroll.

• Demonstration of office/professional etiquette and customer service.

• Ability to make decisions appropriate for position and to know when to seek further direction.

Review of applications will begin April 4, 2025 after posting and continue until the position is filled. Applications received by this date will receive priority consideration.

Qualifications

Minimum Qualifications: High school diploma or GED, one year of event coordination experience, and two years of administrative support experience including client communications and reception, budget/accounting maintenance, and demonstration of the ability to extend technical skills.

Preferred Qualifications: Bachelors degree and two years experience in an academic setting and one year supervisory experience.

About Us

The University of Tennessee at Chattanooga is in the heart of one of Tennessee's largest and most dynamic cities. As a national model for metropolitan universities, UTC collaborates with its many regional partners to offer an experiential learning environment with outstanding teaching scholars in 128 undergraduate degree programs and 55 graduate programs-at both the master's and doctoral levels. UTC and Chattanooga-nationally recognized for its downtown redevelopment and wealth of outdoor recreation-are inextricably linked, and the University is central to the workforce and economic development efforts of the region and the state.

Colleges of Arts and Sciences; Business; Engineering and Computer Science; Health, Education and Professional Studies; and the Honors College are home to an array of award-winning programs from Nursing to Computer Science, Entrepreneurship to Veteran Student Support. Innovation is a strategic focus, and UTC research and development in smart city technology is an industry leader . click apply for full job details