Executive Assistant to the Vice Chancellor and Chief Information Officer

The Office of Information Technology Services at the University of Tennessee at Martin is accepting applications for an Executive Assistant to the Vice Chancellor & CIO. This position provides executive level support to the Vice Chancellor and Chief Information Officer with limited supervision. Tasks are diverse and require judgement and are guided by outcomes, principles, and standards, so this position must interpret situations and proactively recognize and solve problems within Information Technology Services. In addition, this position will develop and modify office procedures including payroll, human resources, travel, billing, and ordering within ITS to effectively solve problems. This position independently handles issues that require coordination with internal and external stakeholders and responds to requests from others on behalf of the VC. The Executive Assistant will advise the VC on important items for meetings and work directly with the Business Manager to oversee all office operations. 

•    Provide executive level support to the Vice Chancellor and Chief Information Officer, schedules meetings, appointments, speaking engagements, etc.
•    Responsible for the procurement of copiers and faculty rotation devices for the campus with direction from the IT Director of Client Services and Support, including managing these expenses, creating assets, and requesting tags. Also managing monthly phone, MFD, telecommunication maintenance services charges, and $200 computer billing. Identifying and proactively solving issues with billing. Ordering supplies as needed for the department. Responsible for departmental procurement cards, which includes reconciliation, and monthly sales tax reporting. 
•    Advises IT Services employees regarding travel guidelines and policy. Manages and processes travel, including registration for training, seminars, and meetings, travel and hotel for all IT Services employees. 
•    Responsible for on-boarding of new employees and provides support for searches. Processes new student employee hires and maintains roster of all ITS students and regular employees. Verifies accuracy of payroll information and advises all employees on entering time in DASH. 
•    Works with communications team for maintaining ITS social media presence. 
•    This position is responsible for departmental event planning and preparation (staff meetings, birthday breakfast, Christmas party, retirement parties, and staff retreats). 
•    Supervise the graduate assistant and maintain ITS Conference room calendars. 
•    All other duties as assigned.
 

Minimum Qualifications:
•    High School Diploma and five years of relevant experience, or an equivalent combination of education, training, and experience.
•    Accounting experience with extensive knowledge with Microsoft Word, Outlook, and Excel 
•    Excellent oral, written, interpersonal, and customer service skills
•    Ability to coordinate and perform multiple tasks/projects simultaneously, balancing priorities and deliverables
•    Strong attention to detail
•    Excellent problem-solving skills and decision-making ability
•    Ability to learn new skills and adapt to changing policies and organizational environment
•    Skilled in the use of office equipment, computers, multi-line phone system, printer/fax/copier/scanner, calculator
 

• Preferred Qualifications:
• •    Bachelor’s degree in business, accounting, or related field
• •    Three years of experience in accounting processing payroll and travel, use of a call accounting system for telecommunications billing
• •    One year experience using Oracle software
• Application Process: Interested candidates should apply online and attach a letter of interest, resume, and a list of 3 current references.
• Application Deadline: Applicant review will begin immediately and continue until a suitable candidate has been selected
• Minimum hiring rate $19.65 (Market Range 08) - Salary commensurate with education and experience