The role ofadministrative assistant is to provide complex, organizational, and operationalsupport to the Vice Chancellor for the Division of Communications &Marketing which includes providing administrative and some accounting support.This position coordinates UTC's involvement in several community events andhelps direct UTC responses to media requests, email/phone inquiries and otherdepartments. This position provides assistance to the Vice Chancellor andCommunications & Marketing staff to create and maintain the University'spublic image through various media to the UTC campus and community.Responsibilities include:
Manages the calendar for the ViceChancellor by arranging and confirming appointments and meetings, includingrescheduling when needed; coordinating and scheduling campus-wide andunit-specific committee and group meetings; and exercising independent judgmentregarding the Vice Chancellor's priorities based on knowledge of Communications& Marketing and other activities.
Manages access to the Vice Chancellorwith appropriate discretion and judgment.
Reviews correspondence and other itemssubmitted for the Vice Chancellor's signature for completeness, correctness,and ensures signing in a timely manner.
Performs various administrative duties toinclude handling confidential information, assisting in preparing publicrecords requests, etc.
Process purchase requisitions, invoices,and contract paperwork and assist in the processing and distribution oftransfer vouchers with supporting documents in the development of projects anddepartmental marketing plans; maintain departmental budget and income accountfiles.
Prepare invoices and transfer vouchersfor services rendered by Video Production Center. Initiate inquiries into latepayments; deposit income payments, includes coordinating EFT payments with theUTK Central Cashier's office.
Entering biweekly and monthly time forstaff; initiate payment process for on and off campus talent used in videoprojects.
Coordination, planning and design ofevents including University and other special events both on-campus and in thecommunity. This includes Riverbend Festival, Chattanooga business expo, UT Dayon the Hill (Nashville), and others.
Schedule the Mocs Express Train Managerfor on/off-campus events; schedule routine maintenances/repairs and refueling,cleaning; coordinate promotional items to accompany the train for on/off-campusappearances, etc. Staff drivers and assistants as needed.
Research and investigate information toenable strategic decision making regarding purchase of promotional items;maintain and manage inventory for giveaways; manage departmental equipment forpromotions; order department supplies.
Monitor the University Relations emailand forward inquiries as appropriate; manage UTCINFO and online calendarsubmissions.
Schedule travel arrangements for ViceChancellor and other staff members.
Maintain inclement weather/emergencymedia contact list and procedures for closures and delays.
Other administrative duties as neededincluding answering a high volume of campus information calls which includescomplaints and sensitive issues.
Internal Number: 164305
The University of Tennessee at Chattanooga is an engaged, metropolitan university committed to excellence in teaching, research, and service, and dedicated to meeting the diverse needs of the region through strategic partnerships and community involvement.