Job Details

Administrative Specialist, Winston College of Law: UTK

Position Number: 6328105
Location: Chattanooga, TN
Position Type: Other Administrative Positions

Administrative Specialist, Winston College of Law: UTK
Knoxville, TN, United States

Job Identification: 3643
Job Category: Administrative
Posting Date: 06/26/2025
Job Schedule: Full Time
Locations: 1505 Cumberland Avenue, Knoxville, TN, 37996, US (On-site)

Job Description
The position exists to provide the key administrative support to two Associate Deans at the College of Law: the Associate Dean for Diversity, Inclusion, and Community Engagement and the Associate Dean for Faculty Development ("the Associate Deans"). This role involves organizing, planning, and coordinating events, meetings, and travel for the Associate Deans and visitors, including room scheduling, vendor communications, and guest speaker arrangements. The holder will manage long-term schedules, ensuring all activities are planned and executed efficiently and in accordance with departmental plans and priorities. Additional responsibilities include conducting outreach, handling correspondence, generating documents, conducting research, and collaborating with and overseeing student workers. The position holder will also assist with communications, including designing marketing materials, editing newsletters, and managing internal and external communications. The position also involves managing procurement, processing invoices, facilities requests, and assisting with budget tracking for the Associate Deans. The position requires the ability to work independently, prioritize tasks, and take initiative to ensure the smooth execution of projects, events, and departmental priorities without constant supervision. This position also includes serving as a back-up to the Dean's administrative assistant.

Responsibilities
Responsibilities include, but are not limited to:

Keep and monitor a long-term schedule for the office of the Associate Dean, ensuring alignment with departmental priorities and upcoming events. Proactively track deadlines, meetings, and commitments, providing timely reminders and updates to the Associate Dean and other partners.
Provide day-to-day administrative support, including managing calendars, scheduling appointments, and preparing meeting agendas.
Conduct outreach and engage in correspondence on behalf of the Associate Dean, including emails, phone calls, and written communications.
Prepare and generate documents, reports, and other materials, ensuring accuracy and professionalism.
Handle procurement and facilities requests, ensuring smooth operation of all activities under the Associate Dean's purview.
Collaborate with student workers to ensure that work is completed on time and in alignment with the goals of the office.
Provide support related to teaching preparation and management, including interfacing with students.
Coordinate travel arrangements for the Dean, Associate Dean, and visitors, including booking transportation and accommodations.
Assist in data collection and tracking for various program-related tasks and institutional reporting requirements.
Work with College of Law Business Office to monitor and maintain a budget for the Associate Dean; track expenses and ensuring adherence to budgetary constraints; and process invoices, receipts, and financial documentation related to events and other activities.
Edit, proofread, and disseminate newsletters, event invitations, and other communication pieces related to faculty development. Maintain and update internal and external communication channels, ensuring information is timely, accurate, and engaging.
Organize, plan, and coordinate events, meetings, and activities, including scheduling and reserving rooms, communications and marketing, coordinating with vendors, and managing logistics for events.
Internal Scholarly and Teaching-Related Programming: Organize, schedule, and coordinate events, meetings, and activities, including scheduling and reserving rooms, coordinating with vendors, and managing logistics for events. Assist in the preparation and distribution of materials for events and meetings.
Work with Associate Dean to prepare for and attend University-wide meetings related to Faculty Affairs, Associate Deans for Research, and the Research Council.
Assist the Associate Dean in preparation for, participation in, and documentation of, all College of Law faculty meetings, including those focused on appointment, retention, promotion, and tenure. Draft and edit meeting minutes and meeting reports. Draft and edit Bylaws amendments and proposed policy changes.
Interface with the Office of Communications to spotlight the research accomplishments of the faculty. Assist in the drafting and execution of both external and internal communications regarding scholarly accomplishments by faculty. Draft and edit Faculty Award nominations.
Work with Associate Dean to oversee the Tennessee Law Scholars program. Work with students to ensure program mandates and metrics are met.
Assist the Associate Dean in participating in the New Faculty Orientation and in holding meetings with junior members of the faculty regarding career trajectory.

Other Duties:

Managing the Dean's calendar: Scheduling and rescheduling appointments or meetings.
Answering calls and emails: answering incoming phone calls and directing them appropriately.
Coordinating meetings: Booking rooms, arranging for catering and tech assistance when needed, and setting up zoom links for virtual meetings.
Handling confidential information: Maintaining discretion with sensitive communications and documents.
Welcoming visitors: Greeting and assisting guests who come to the Dean's Suite.

Qualifications
Required Qualifications

Education: Associate's degree or high school diploma/GED and 2 years of experience required
Experience: Experience working in and administering an office utilizing MS Word and a computer-based storage system; experience working in office setting with direct responsibility to supervisor who has multiple responsibilities in a demanding environment, and working with a variety of constituencies while engaging in a variety of tasks with deadlines and time pressures; experience working within a setting controlled by policies and procedures established by a larger organization; experience with event planning.

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 visa status.

Knowledge, Skills, Abilities:
- MS Office with mastery of Word, PowerPoint, Excel, Outlook, Adobe, One Drive, video-capture software, and upload and download software
- Use of standard office equipment
- An understanding of the expectations of those working in professional work environment and of standards for professional oral and written communication
- Knowledge of web-based search engines
- Strong organizational skills and ability to manage multiple priorities simultaneously.
- Excellent written and verbal communication skills.
- Attention to detail and ability to produce high-quality, error-free work.
- Strong interpersonal skills, with the ability to interact effectively with faculty, staff, students, and external partners.
- Ability to maintain confidentiality and exercise discretion in all matters.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneDrive) and all standard office equipment, including telephone, copier, fax, and video-conferencing equipment.
- Strong event planning skills, including preparing Evites, messaging, booking venues, vendors, travel, and auxiliary services, and planning menus.
- Ability to interact with all kinds of people in a professional and courteous manner; to analyze and solve common problems
- Attention to detail, dependability, punctuality, ability to follow instructions, to keep supervisors informed of progress, and seek assistance as needed.
- Ability to self-start and self-motivate, work in a support role, supervise student workers, stay on task, work in high-pressure situations, maintain productivity when working in a highly trafficked work setting, and work in a professional setting.

Preferred Qualifications

Experience: Preferred 2 years experience working in higher education/office setting. Experience with long-term scheduling and communications is highly desirable.
Knowledge, Skills, Abilities: Preferred knowledge of protocol for working within a unit of a College in a University setting. Preferred ability to assist with the procurement and tracking of grant funding, including ensuring compliance with grant guidelines and reporting requirements.

Work Location:

Onsite at the University of Tennessee Winston College of Law

Compensation and Benefits:

UT market range: MR06
Anticipated hiring range: MR06
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 below materials before 7/3/2025:

Cover Letter
Resume
Three References

About The College/Department/Division:

The University of Tennessee Frank Winston College of Law, founded in 1890, is accredited by the American Bar Association and is a charter member of the Association of American Law Schools. The mission of UT Law is to prepare students for the practice of law by integrating theory and practice across the curriculum, with an emphasis on clinical and skills training, innovative classroom teaching, legal writing, and professional values. The college endeavors to produce high-quality scholarship that examines, explains, critiques, and improves the law and the legal system. UT Law strives to serve the university, the campus, the profession, and the public by developing and sharing its talents and expertise.

About Us
The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.

Apply today and join the Tennessee Volunteer community!

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/3643/?mode=location