College of Architecture and Design

Regular Full-time, Market Range 06

Expected Start Date - January 2025

The University of Tennessee College of Architecture and Design is looking for an Administrative Coordinator that will provide support to the School of Interior Architecture.

Successful candidates will possess a high level of organizational ability, be creative and self-directed in their approach to projects and tasks, and be willing to learn new skills, software, and systems as the college and schools evolve. An Administrative Associate must be able to manage multiple simultaneous tasks/projects requiring follow-through, make critical judgements and timely decisions about their workload, and meet deadlines once established. The role also requires effective communication with multiple audiences including students, faculty, staff, and administrators. Additional duties and qualifications are listed below.

The College of Architecture and Design aims to further establish a professional, well-functioning, and strategic administrative team; one whose members are given professional development and career support while they are encouraged to take ownership of their responsibilities. Team members look for ways to improve the administrative approach as they become subject matter experts and effective project managers for their school directors. College leadership is interested in building an environment around the college's goal of making design education for our students as vivid as possible.

The College of Architecture and Design promotes imagination, curiosity, and empathy as we advocate for the power of design and catalyze the importance of the built world. We are committed to excellence in design education, research, creative scholarly activity, and outreach missions. The college is comprised of Schools of Architecture, Design, Interior Architecture, and Landscape Architecture. These four schools contribute to an engaged community of 740 undergraduate and graduate students, 50 full-time faculty, 15 part-time faculty, and 22 members of the administrative staff. The Administrative Coordinator will join a dynamic team working in a fluid and fast-paced environment. The entire CoAD staff shares the dean's mission to make design education as vivid as possible.

School of Interior Architecture Administrative Coordinator Duties

Provides executive level administrative support to the school director through assisting with the following:

* Managing and implementing complex, multi-phase projects, and strategic initiatives within the school

* Maintaining records, schedule of retention, promotion and annual reviews

* Arranging school events such as faculty and student luncheons, guest lecturers and/or critic visits, awards ceremonies, etc.

* Planning and management of Director calendar with emphasis on college and university level commitments, and departmental faculty and committee meetings required by the school

* Coordinating travel arrangements for the director, while assisting faculty and students with travel as necessary

* Aids in the development of needed reports, correspondence, and meeting minutes

* Supports faculty search processes, Non-Tenure Track & Tenure Track appointment, promotion, and tenure processes

* Supports student recruiting, admissions and retention; processes required for graduation; updating and creating courses in student information systems, managing enrollment and waitlists; coordinating prospect visits

* Supervises and provides direction to departmental student employees as needed

* Provides school customer service, greets visitors, answers phone, responds to email inquiries, and distributes mail

* Handles departmental purchasing and preparation of payments, setting up of vendors, coordinates with college finance team to manage contracts and payment processing

* Tracks and reports on departmental/programmatic/budgets to department head and PIs as necessary. Assists PIs in preparing pre-award budgets and post-award management paperwork

* Actively participates in college onboarding/ offboarding and training practices. Develops institutional knowledge and leadership at times by leading functional and cross-functional teams in process development

* Serving as a back-up to others on the college's administrative team

* Actively develops knowledge of faculty affairs policy, college-level expectations, and departmental practices

The candidate addresses the above duties by:

* Using judgment and critical thinking to complete tasks in a timely manner

* Making good and timely decisions based on the information available

* Applying creativity and taking initiative to find information needed to complete projects/tasks

* Effectively managing time on a daily basis and communicating clearly to supervisor and team members on progress of projects

* Understanding the necessity of confidential and time-sensitive materials

In addition to assisting the Director of the School of Interior Architecture, the Administrative Coordinator will be tasked with an additional workflow that impacts all administrative work of the college. This workflow will be assigned based on the candidate's individual experience and background. Examples may include:

* Managing and implementing the college timetable of courses for each academic session with the Associate Dean of Academic Affairs & Research.

* Oversight of the room reservation system in conjunction with academic course planning.

* Serving as subject matter expert for research and development processes and best practices.

* Providing recruiting and Student Development Center assistance, including maintaining prospective student information for undergraduate program recruiting, managing college /school recruiting calendars, coordinating prospect campus visits and maintaining these interactions via SLATE.

* Management of undergraduate admissions processes while advising other school-level admin associates with admissions in their degree programs. This includes liaising with university admissions, oversight of all admissions-related processes via SLATE, and managing college approach to corresponding with applicants/admitted students.

* Other duties assigned by the Dean, School Director and/or Director of Finance and Administration