Administrative Specialist I - Vice Chancellor Diversity & Engagement
Regular Fulltime, Pay Range MR04
This position provides a key support role in a fast-paced environment for the general support of the Division of Diversity and Engagement (DDE). This professional works directly with the DDE's programs, activities, and events. This professional assists with providing information and guidance to students, faculty, staff, or community members who might have general questions or be attending DDE programs and events.
Reporting directly to the Assistant Vice Chancellor for Diversity and Engagement and the Executive Director for Diversity and Engagement, this position provides high-level administrative support, acts as the first point of contact for both OCEO and initiatives related to diversity assessment, 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 by assisting with presentation, maintaining and updating websites where needed, and generating reports.
Job Functions/Responsibilities:
Administrative Support
Maintains calendar, coordinates and supports travel for Assistant Vice Chancellor (AVC) and the Executive Director (ED). Provides front-desk services, 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 serves as one of the Division's parking liaisons. 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 and ED. Sends communications to faculty, staff, students, and community partners. Other duties as assigned.
Event Scheduling
Maintains the AVC and ED's calendars and registration processes related to events, including but not limited to information on DDE initiatives, 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 DDE 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 diversity, equity, and inclusion initiatives. Ensures that DDE 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 assessment and accountability initiatives, as well as community engagement and outreach. Facilitates visits and meetings with campus offices and partners 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 and ED to develop a method for tracking student, faculty, staff, and external partners' participation in DDE programs.
