Job Description

This limited duration appointment (LDA) position provides the primary administrative support services and primary point of contact for the Associate Vice Chancellor and Executive Director (AVC) of the East Tennessee Health Innovation Alliance (ETHIA), the business office, and the support staff. This position also collaborates in coordination with the College of Arts & Sciences (CAS) Shared Services as well as several other departments across and outside of campus to ensure that certain processes (such as travel) are completed according to policy.

This position will serve as the administrative support for ETHIA including coordinating calendars for ETHIA Executive Director and staff. Manages ETHIA’s primary email account by prioritizing and assigning to staff based on pre-determined guidelines. Responsible for maintaining stakeholder database and updating faculty, industry partners, and healthcare system providers. Plan conferences, stakeholder visits, industry partnership tours and other events as well as prepare materials as needed including presentations. Works closely with CAS business office on processing invoices, ordering supplies and coordinating travel.

• Maintains and coordinates calendar for the Associate Vice Chancellor and Executive Director (AVC) and supports the Operations Program Manager in resolving issues with scheduling.
• Maintain and manage the primary email in correspondence sent to the AVC and the ETHIA. As the recipient of these messages, this position determines the most appropriate means of reply. Using independent judgment, the ability to prioritize, using tact, discretion, and diplomacy, this position will determine either appropriate replies or defer to the AVC and other appropriate parties.
• File and database maintenance to ensure organization of presentation materials, research grant information, proposals and reports.
• Draft communication at the request of the ETHIA.
• Customer Relations data maintenance of stakeholders, faculty researchers (areas of interest), industry partners, healthcare system providers, and contractors
• Coordinating purchasing supplies and materials with the CAS Financial Shared Services, while ensuring compliance with UT policy
• Coordinates with the ETHIA staff with conferences, stakeholder visits, industry partnership tours and other events through room reservations (via 25Live), and catering (via Aramark and/or University registered Vendors).
• Prior to and on the date of events: preparing materials, ensuring audio/visual set up as needed, and creating presentations when required under the direction of the presenter.
• Be the primary contact in email and phone communications when participants have questions or needs about the events.
• Keep clear budgetary records and make decisions in collaboration with the Operations Program Manager regarding supplies, catering, and other purchases while adhering to University policies and procedures.
• Processing invoices for all aspects of events in a timely and accurate manner in collaboration with the CAS Financial Support Services.
• Manage ETHIA's domestic and international travel in coordination with CAS Business Office
• Ensure timely and accurate processing of travel card transactional invoices as well as reimbursement as appropriate in collaboration with the CAS Business Office
• Ensure compliance with University travel policies and procedures.

Required Qualifications

• Education: High School Diploma
• Experience:
• 5 years of relevant administrative experience
• Experience maintaining an executive calendar.
• Knowledge, Skills, Abilities:
• Knowledge of Microsoft Office and Adobe Acrobat
• Ability to multi-task and meet deadlines
• Ability to communicate well with others
• Ability to discreetly handle confidential information, such as Intellectual Property
• Strong organizational skills
• Excellent written and verbal communication skills
• Ability to adapt to new software efficiently
• Customer service

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-based visa status.

Preferred Qualifications

• Education: Associate degree with 3 years of relevant administrative experience
• Experience:
• Experience in higher education
• Experience collaborating with external stakeholders
• Knowledge, Skills, Abilities:
• Knowledge of University policies and procedures
• Skills with scheduling software, such as 25Live, Asana project management
• Ability to utilize ChatGPT

Work Location

• Location: Knoxville, Tennessee
• Onsite primarily with periodic remote opportunities

Compensation and Benefits

• UT market range: MR 05
• Anticipated hiring range: $37,440 - $42,000
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions

To express interest, please submit an application with the noted below attachments.

• Resume
• Cover Letter

About The Department

The East Tennessee Health Innovation Alliance (ETHIA) serve as a trusted collaboration platform, uniting academia, healthcare systems, industry, government, and community partners to address East Tennessee’s most pressing health challenges. Our mission is to translate discovery into better health for Tennesseans by uniting research, education, clinical care and community partnerships into a sign coordinated ecosystem.

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 to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone.

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!