This position provides a key support role in a fast-paced environment for the general support of the Division of Diversity and Engagement. This professional works directly with the Office of Engagement and Outreach (OCEO) programs, activities, and events. This professional assists with the implementation of OCEO to students, faculty, staff, or community members who might have general questions or be attending programs and events, generates reports and presentations, and fills a wide array of responsibilities for the division and office.
Reporting directly to the Assistant Vice Chancellor for Diversity and Engagement this position provides high-level administrative support, acts as the first point of contact for OCEO, schedules events in Ad Astra, oversees registration processes, assists with program materials, and assists with effective modes on communication for internal UT groups/units and external partnerships. They will also manage the office's communications including presentation and website updating and maintenance.
Administrative Support Maintains calendar, coordinates and supports travel for Assistant Vice Chancellor. Provides front-desk services for Office of Community Engagement and Outreach (OCEO), greeting guests and answering questions from faculty, staff, students, and other visitors to the unit. Updates and maintains departmental mailing list and organizes mailings for major events and is the parking liaison for OCEO. Provides training to work study students and UT student assistants who provide assistance at the front desk. Assists with the formatting and generation of reports and with gathering information when requested. Generates presentations and data analytics as requested. Generates letters for the AVC. Sends communications to faculty, staff, students, and community partners. Other duties as assigned.
Event Scheduling Maintains OCEO calendars and registration processes related to events, including but not limited to information on the Engagement and Outreach Conference, Nonprofit Day, Imagine Tennessee initiative, seminars, workshops, and events. Books facilities for meetings, order food and beverages for meetings and events, on campus and in the community. Communicates with schools, nonprofits, and other entities for the planning of campus and on-site activities and other initiatives. This position will assist with coordination of all aspects of the programs including program advertising, application processes, coordination of housing for pre-college programs, and meals. This position monitors other campus-wide events to seek ways to collaborate and partner and avoid overlaps. The position will submit scheduling requests in Ad Astra. Provides scheduling information to faculty, staff, and students who are interested in community engagement and outreach. Ensures that OCEO events are submitted to the campus events website for public viewing.
Student, Faculty, and Staff Support Acts as first contact for students with questions related to community engagement and outreach. Facilitates visits and meetings with Admissions, Office of the Provost, Human Resources, Extension, Jones Center for Leadership and Service, Center for Career Development, and others by providing directions and ensuring they are greeted upon arrival. Assists with program materials for workshops and events, making copies as needed, creating name badges, and other tasks.
Community Support Assists with establishing effective modes of communication about ongoing engagement, outreach, diversity and inclusion initiatives with such constituents as alumni, Community Advisory Boards, external partners, and others.
Data and Tracking Works with AVC to develop a method for tracking student, faculty, staff, and external partners' participation in OCEO programs.
Internal Number: 197131
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