Executive Assistant to the Vice Chancellor and Chief ...

Executive Assistant to the Vice Chancellor and Chief Information OfficerThe 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.ResponsibilitiesProvide executive level support to the Vice Chancellor and Chief Information Officer, schedules meetings, appointments, speaking engagements, etc.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 onboarding 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 the DASH system.Works with the communications team for maintaining ITS social media presence.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.QualificationsMinimum QualificationsHigh School Diploma and five years of relevant experience, or an equivalent combination of education, training, and experience.Accounting experience with extensive knowledge of Microsoft Word, Outlook, and ExcelExcellent oral, written, interpersonal, and customer service skillsAbility to coordinate and perform multiple tasks/projects simultaneously, balancing priorities and deliverablesStrong attention to detailExcellent problem-solving skills and decision-making abilityAbility to learn new skills and adapt to changing policies and organizational environmentSkilled in the use of office equipment, computers, multi-line phone system, printer/fax/copier/scanner, calculatorPreferred QualificationsBachelor’s degree in business, accounting, or related fieldThree years of experience in accounting processing payroll and travel, use of a call accounting system for telecommunications billingOne year experience using Oracle softwareApplication ProcessInterested 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 selectedMinimum hiring rate $19.65 (Market Range 08) - Salary commensurate with education and experienceJob DetailsSeniority level: Mid-Senior levelEmployment type: Full-timeJob function: AdministrativeIndustries: Higher Education #J-18808-Ljbffr

Created: 2025-10-06