Job Description

Job Description
The Administrative Specialist oversees a wide range of administrative functions, supports departmental leadership, and ensures efficient operations across the School of Education. This role manages financial and personnel processes, provides executive‑level support to the Director, maintains essential department records, coordinates hiring activities, and serves as a key point of contact for students, faculty, staff, and external visitors.

Responsibilities
Administrative & Executive Support

Provide high‑level support to the Director, including calendar, travel, scheduling, and general operations.
Manage and maintain departmental financial records using OneDrive, DASH, and other university systems.
Monitor ledgers monthly and reconcile procurement card purchases, invoices, requisitions, and contracts.
Oversee the full Background Check and Liability process.
Maintain records for effort certification, auditing, and general departmental documentation.
Support and monitor student workers and graduate assistants.
Faculty & Academic Processes

Coordinate contracts, special appointments, additional pay actions, and dual services.
Maintain faculty files, including EDOs, SPDRs, appointment letters, transcripts, and RTP documentation.
Support faculty throughout reappointment, promotion, tenure, and evaluation processes.
Serve as a resource to the RTP committee and ensure timely submission of materials.
Plan and execute the annual School of Education Award Ceremony, including scholarships, communications, reservations, catering, programs, and logistics.
Maintain and update the School of Education website in collaboration with college communications.
Departmental Operations & Budget Support

Manage the School of Education SharePoint site and committee documentation.
Coordinate meeting logistics, including agendas, minutes, and faculty review processes.
Pull course enrollment data and submit payroll summaries each semester.
Assist with purchasing, supply orders, IT requests, journal vouchers, cost transfers, and other financial documents.
Support principal investigators (PIs) in maintaining grant documentation.
Maintain personnel records and track position actions.
Hiring Support & Special Projects

Coordinate the hiring process for adjunct faculty, including Equifax, I‑9 documentation, and onboarding support.
Assist search committees with scheduling, communications, travel arrangements, and hiring documentation.
Manage department equipment logs, space inventory, and key card access.
Coordinate room reservations (including Hunter Hall 407) and maintain digital signage in the SOE lobby.
Complete annual university trainings and other duties as assigned.
Knowledge, Skills, and Abilities

Knowledge of office operations, budgeting, and basic bookkeeping.
Strong technology skills and proficiency in Microsoft 365 tools.
Excellent organization, communication, and professional etiquette.
Ability to work independently, multitask, problem‑solve, and manage time effectively.
Review of applications will begin March 24, 2026 and continue until the position is filled. Applications received by this date will receive priority consideration.

Qualifications
Required:

High school diploma or GED required.
Experience supporting administrative, operational, or academic processes is preferred.
Equivalent experience or training may substitute for education where applicable.
Work Location:

University of Tennessee – Chattanooga, TN Campus
This is a fully on-site position.
Compensation and Benefits:

UT Market Range: MR06
Anticipated hiring salary: $21.64/hr
Find more information on the UT Market Range structure
Find more information on UT Benefits
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.