The University of Tennessee Extension

Department of Family and Consumer Sciences

Knoxville, Tennessee

Administrative Specialist I / Administrative Associate 2

MR04

The primary responsibility of the Administrative Specialist I is to provide administrative and clerical support to the Department of Family and Consumer Sciences. This position is responsible to the Assistant Dean of Extension and Department Head of Family and Consumer Sciences (FCS) and provides support for designated departmental faculty and the department Business Manager. This position will support activities that are necessary in the implementation, reporting, documentation, communication, and materials distribution activities associated with departmental programs.

Duties/Responsibilities:

• Provide administrative support for a program of activities that meets the needs of all eligible clientele regardless of race, color, national origin, age, sex, disability, religion or veteran status
• Perform specialized duties according to program guidance and university-established practices, which may include compiling data, data analysis, spreadsheet management, document preparation, grant proposal preparation, and monitoring post-award sponsored programs.
• Perform IRIS (SAP) duties, which include reconciling monthly ledgers and reviewing travel expense transactions
• Work with the UT budget coordinator related to the financial administration of programs according to Office of Management and Budget (OMB) Uniform Guidance
• Initiate, typing, composing, editing and proofing agendas, minutes, correspondence, documents, publications, and/or reports
• Maintain necessary correspondence with regional and county personnel
• Perform records management and maintenance (maintain/update paper and electronic files)
• Schedule appointments, arranging meetings and maintaining calendars for program personnel
• Make travel arrangements and process travel reimbursements for program specialists
• Upload and update web-based materials and information for FCS website
• Work with the Communications Department to coordinate printing of program materials for distribution
• Coordinate training registration
• Abide by all UT policies and procedures within all aspects of the position
• Assist FCS Business Manager with financial data entry, reporting and documentation while demonstrating strong attention to detail
• Serve as backup for human resources recruiting in Taleo
• Generate annual appointment continuation correspondence for grant-funded positions
• Receive and route phone calls and direct visitors
• Assume other duties as necessary or as assigned