The Administrative Specialist provides administrative, financial, and operational support for the School of Professional Studies, including the programs in Counselor Education, Interior Design, Integrated Studies, Leadership and Learning, Social Work, and School Psychology.
This role serves as the primary administrative point of contact for the School, supporting the Director, Associate Director, Program Directors, faculty, adjuncts, staff, and students. Responsibilities include budgeting and payroll coordination, purchasing, travel and event coordination, records management, reporting, and day-to-day office operations.
Administrative Operations & School Support
- Serve as the primary administrative support for the School Director, Program Directors, faculty, and adjuncts.
- Coordinate daily office operations, maintain records, and manage the School’s SharePoint shared drive.
- Compile narrative and statistical reports for internal and external use, including accreditation support.
Supervise work‑study students and provide clerical and technical assistance as needed.
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Budget, Payroll, and Financial Administration
- Maintain departmental and program budgets using the University accounting system.
- Generate and review monthly budget and expenditure reports.
- Serve as the purchasing agent for the School, including procurement card reconciliation and file maintenance.
- Prepare and process payroll entries, transfers, travel documents, contracts, and related financial transactions.
Assist with annual budget requests, inventory tracking, and required financial reporting.
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Scheduling, Travel, and Event Coordination
- Schedule meetings and manage calendars for the School Director and other leadership.
- Coordinate travel arrangements and itineraries for faculty and staff, including reimbursement processing.
- Plan and support School activities and events, including room reservations, vendors, parking, setup, and payment processing.
Manage confidential files, correspondence, and sensitive personnel information.
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Customer Service & Communication
- Serve as the initial point of contact for the School of Professional Studies.
- Respond professionally to inquiries from students, parents, faculty, staff, and community partners.
Direct questions or concerns to appropriate resources while maintaining a high level of discretion and service.
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Knowledge, Skills, and Abilities:
- Knowledge of administrative and office management practices, including budgeting, purchasing, payroll, and recordkeeping.
- Skill in using computer applications such as word processing, spreadsheets, databases, and shared file platforms to prepare reports, correspondence, and financial documentation.
- Ability to organize and prioritize multiple tasks, manage competing deadlines, and maintain accuracy under pressure.
- Skill in professional written and verbal communication, including preparing clear reports, memos, and correspondence.
- Ability to handle confidential and sensitive information with discretion and professionalism.
- Skill in interpersonal communication, with the ability to work effectively with individuals from various backgrounds, roles, and levels of experience.
- Ability to provide customer‑focused service while exercising sound judgment in referring issues and allocating leadership time.
- Knowledge of or ability to learn university systems and processes (e.g., accounting, payroll, scheduling, contracts).
Ability to work both independently and collaboratively in a fast‑paced academic environment.
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Application reviews will begin April 27, 2026 and continue until the position is filled. Applications received by this date will be given priority.
Required:
- High school diploma or GED
Three (3) to five (5) years of experience in an office or administrative environment
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Preferred:
- Bachelor’s degree
Two (2) to five (5) years of higher education experience
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Work Location:
- University of Tennessee – Chattanooga, TN Campus
This is a fully on-site position.
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Compensation and Benefits:
- UT Market Range: MR06
- Anticipated hiring salary: $45,000/yr ($21.64/hr)
- Find more information on the UT Market Range structure
- Find more information on UT Benefits
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.
Colleges of Arts and Sciences; Business; Engineering and Computer Science; Health, Education and Professional Studies; and the Honors College are home to an array of award-winning programs from Nursing to Computer Science, Entrepreneurship to Veteran Student Support. Innovation is a strategic focus, and UTC research and development in smart city technology is an industry leader. UTC is the first and only university in the country with access to a managed, commercial quantum computing network, and we are introducing an artificial intelligence initiative involving entities across campus and engaging partners throughout the region.
From our deep ties to the city of Chattanooga to our national reputation for innovation and hands-on learning, UTC stands out as a university where students thrive, faculty inspire, and partnerships create real impact.
