Administrative Support Specialist, Communications and Marketing

Job Description

The Administrative Support Specialist provides direct support to the Division of Communications and Marketing and assists in areas within the Office of the Chancellor as needed. This role involves budget and travel administration, calendar management, internal and external communications, digital content management, special projects and event coordination. The position requires efficiency, professionalism, integrity, exceptional customer service and flexibility in handling a wide range of matters of institutional importance.

Anticipated Salary $50k

Responsibilities

Budget and Travel Management

• Collaborates with the Office of Finance and Administration to manage budgetary planning, processing invoices, expense tracking, special initiative funding and compliance in accordance with university financial policies
• Assists the Office of the Chancellor in processing invoices on an as-needed basis
• Oversees travel coordination, including booking, reimbursements, and compliance with university policies through DASH

Operational Support

• Manages calendars (schedules and confirms appointments)
• Assists with the planning and coordination of meetings and programs
• Handles confidential records and sensitive information with discretion
• Assists with correspondence on behalf of the communications and marketing team
• Triages phone calls and office guests in a professional manner; assists the Office of the Chancellor in the same manner on an as-needed basis
• Maintains office technology and supplies, ensuring availability for staff
• Exhibits exceptional customer service, care, and professionalism in all interactions with both the campus and local community
• Supports adjacent executive offices during staff vacancies or onboarding
• Addresses problems that come to the Office of Communications and Marketing, including directing faculty, students, staff and other stakeholders to the appropriate administrator or office for resolution

Communications and Digital Content Management

• Supports internal and external communications including but not limited to monthly Leadership notes and Chancellor Community Update emails
• Supports division reporting including but not limited to weekly earned media
• Supports digital content management including university calendar, map and other digital initiatives

Special Projects, Events, and Other Duties

• Attends and contributes ideas to event planning meetings
• Assists with onsite event management and set-up
• Staffs and manages special projects and events as assigned
• Other duties as assigned

The ideal candidate will possess the following:

• Excellent communication skills, both oral and written, and interpersonal skills
• Strong organizational skills with the ability to manage multiple projects and tasks simultaneously
• Ability to exhibit professionalism, integrity, consideration, and confidentiality in all areas of role
• Proficient knowledge of all Microsoft 365, Google Workspace, and Adobe applications
• Knowledge and understanding of University's vision and mission
• Knowledge and understanding of DASH, Concur, and Qualtrics applications
• Knowledge and understanding of UT/UTC HR and fiscal policies and procedures
• Knowledge and understanding of office's role within the institution and larger UT System

The review of applications will begin March 12, 2025, and will continue until the position is filled. Applications received bythis datewill receive priority consideration. For full consideration, please include a cover letter and resume.

Qualifications

Minimum: Requires a high school diploma and five years of relevant experience, or an equivalent combination of education, training, and experience.

Preferred: A bachelor's degree, five years of professional experience and leadership, and higher education experience is preferred.