Administrative Specialist - Department of Family & Consumer Science

The University of Tennessee Extension

Department of Family & Consumer Sciences

Knoxville, TN

Administrative Specialist

SNAP-Ed:TNCEP & EFNEP Nutrition Programs

Market Range 04

Duties/Responsibilities:

The Administrative Specialist will provide administrative and clerical support to the Department of Family & Consumer Sciences, specifically to the Tennessee Nutrition and Consumer Education Program (SNAP-Ed:TNCEP) and the Expanded Food and Nutrition Education Program (EFNEP). This position is responsible to the Assistant Dean of Extension, Department of Family & Consumer Sciences (FCS), and works under the direction of the TNCEP/EFNEP State Project Director. This is a regular, non-exempt, full-time position. Continuation of this grant-funded position is dependent upon continued funding through US Department of Agriculture (USDA) and the Tennessee Department of Human Services (TDHS).

The Administrative Specialist duties include:

• Performing specialized duties according to program guidance and University established practices. This may include compiling data, data analysis, spreadsheet management, data entry in IRIS(SAP), document preparation, grant proposal preparation, and media presentations
• Initiating, typing, composing, editing, and proofing agendas, minutes, correspondence, documents, publications, and/or reports
• Maintaining necessary correspondence with regional and county TNCEP/EFNEP programs
• Scheduling appointments, arranging meetings and maintaining calendars for program specialists
• Making travel arrangements and processing travel reimbursements for program specialists
• Collaborating with other TNCEP/EFNEP Administrative Specialists and Accounting Specialists on program work flow
• Coordinating and maintaining TNCEP/EFNEP electronic and hard copy files, inventories, websites and equipment management
• Working with the Communications Department to coordinate printing of program materials for distribution
• Assists FCS and TNCEP/EFNEP Accounting Specialists with TNCEP/EFNEP financial data entry, reporting and documentation
• Receiving and routing phone calls and directing visitors
• Performs other duties, as necessary or as assigned
• Providing administrative support for a program of activities that meets the needs of all eligible clientele regardless of race, color, national origin, age, sex, disability, religion or veteran status

Minimum/Required Qualifications (include education, experience, skills & abilities, licenses & certifications):

Education:

• Must have a high school diploma, or equivalent, and 2 years college level course credits

Experience:

• Minimum 3 years administrative assistant experience

Skills/Abilities:

• Excellent organizational and multi-tasking skills in order to prioritize work to meet deadlines and handle urgent matters while staying on task with other assigned duties and responsibilities
• Strong interpersonal skills and ability to work as a team
• Excellent written and verbal communication skills
• Must be proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint)
• Excellent keyboarding, grammar and proofreading skills
• Dependable and able to complete tasks correctly and on time
• Able to work with little or no supervision and to exercise good judgment and discretion in the performance of all work assignments

Preferred/Desired Qualifications:

Education:

• Bachelor’s degree

Experience:

• Experience with development of presentation materials and data management
• Knowledge of and experience with IRIS(SAP) or similar finance system
• Experience working with TNCEP/EFNEP programs, a plus

UT Extension provides a gateway to the Univeristy of Tennessee as the outreach unit of the Institute of Agriculture. With an office in every Tennessee county, UT Extension delivers educational programs and research-based information to citizens throughout the state. In cooperation with Tennessee State University, UT Extension works with farmers, families, youth, and communitites to improve lives by addressing problems and issues at the local, state, and national levels.