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Operations Administrative Specialist: Natalie L Haslam College of Music - UTK

The University of Tennessee

Knoxville, TN

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JOB DETAILS
SALARY
$40,000–$42,000 Per Year
SKILLS
Academic Affairs, Administrative Policies, Administrative Procedures, Administrative Skills, Business Administration, Career Counseling, Community Support, Customer Relations, Data Quality, Documentation, Educational Administration, Employee Orientation, Establish Priorities, Faculty Administration, Finance, Financial Administration, Financial Operations, Financial Policies, Financial Procedures, Financial Services, Financial Systems, Financial Transactions, Higher Education, Human Resources Processes, Identify Issues, Inventory Levels, Leadership, Logistics, Multitasking, Music, Onboarding, Operational Support, Operations, Operations Management, Operations Planning, Operations Processes, Organizational Skills, Performance Reviews, Performing Arts, Policy Development, Presentation/Verbal Skills, Procedure Implementation, Process Improvement, Public Administration, Purchasing/Procurement, Quality Monitoring, Staff Training, Student Admissions, Student Services, Team Player, Time Management, Training Program, Training Program Evaluation, Training/Teaching, Training/Teaching Curriculum, United States Department of Energy (DOE), University/School Policies, Volunteer Experience, Work From Home, Workflow Analysis, Writing Skills
LOCATION
Knoxville, TN
POSTED
2 days ago
Job Description

This position reports to the Director of Finance and Administration and serves as the operational coordinator and primary administrative hub for the Natalie L. Haslam College of Music. Located in the Dean's Suite, this role simultaneously manages three core operational areas: front-facing reception and visitor engagement, functional oversight and training of student employees assigned to the Dean's Suite, and continuity support for Finance & Administration workflows. The position applies independent judgment to triage complex inquiries, route sensitiveHR and financial matters, and ensure uninterrupted administrative operations across the college.

The role functions as the college's institutional knowledge resource for daily administrative operations - proactively identifying workflow issues, developing and implementing student worker training programs, maintaining Finance & Administration continuity in the absence of coordinators, and serving as a knowledgeable bridge between the Dean's Suite, academic departments, and external stakeholders. The complexity and breadth of these simultaneous operational responsibilities require substantial independent action and professional expertise across administrative, supervisory, and financial process domains. This position will also be cross trained in Academic and Faculty Affairs as well as Admissions and Student Engagement operations in order to maintain comprehensive understanding of the full student and faculty lifecycle and ensure continuity of administrative support across the college.

Because this position serves as the college's primary public-facing service point, consistent on-site presence is required Monday through Friday during standard university business hours. Remote work is not available for this role.

Responsibilities

40% Reception Operations & Visitor Engagement
  • Assessing, triaging, and resolving complex inquiries from students, faculty, staff, visitors, and external partners, applying knowledge of college programs, academic structures, university systems, and administrative policies to provide accurate and complete information.
  • Serving as the college's primary information resource for multi-department navigation, independently directing individuals to appropriate departments, programs, or personnel.
  • Managing all reception communications including phone calls, emails, and walk-in inquiries; independently resolving ambiguous or escalated visitor situations using institutional knowledge and professional judgment.
  • Proactively monitoring reception workflows and visitor traffic patterns to identify operational gaps and implement process improvements that ensure timely responses and a professional, welcoming environment.
  • Coordinating high-level visitor interactions with college leadership and administrative offices, exercising discretion and professional judgment in managing sensitive or confidential communications.
  • Maintaining comprehensive awareness of college programs, facilities, events, and services to ensure accurate and current information is provided to all stakeholders.
25% Student Worker Coordination & Front Office Coverage
  • Recruiting, onboarding, and developing comprehensive training curricula for student employees assigned to the front reception area, ensuring they are equipped to accurately represent the college and assist visitors effectively.
  • Independently developing and maintaining student worker schedules to ensure consistent front desk coverage; adjusting coverage in response to operational needs with minimal supervisory input.
  • Monitoring service quality on an ongoing basis, providing direct performance feedback and guidance to student workers, and implementing corrective measures as needed to maintain professional standards.
  • Independently evaluating student worker performance against established service expectations and initiating appropriate follow-up action, including escalation to the Director when necessary.
  • Assigning, monitoring, and reviewing quality of administrative tasks completed by student assistants across multiple operational areas.
  • Collaborating with the Director of Admissions and Student Engagement to align student worker knowledge with current academic programs, facilities, events, and services.
  • Developing and maintaining onboarding materials, training guides, and informational resources that enable student workers to confidently assist guests and support college operations independently.
25% Finance & Administration and Administrative Operations Support
  • Independently maintaining day-to-day Finance & Administration operational workflows in the absence of HR and Financial Coordinators, ensuring requests and inquiries are processed without interruption.
  • Serving as a knowledgeable resource for standard HR administrative processes including document routing, coordination of documentation, and administrative tracking; resolving routine process questions without requiring coordinator intervention.
  • Processing financial administrative tasks including documentation for Payment Works, reimbursements, tracking requests, and coordinating internal approvals in accordance with established university policies.
  • Proactively identifying and resolving routine administrative workflow issues before escalation, applying sound institutional knowledge of university policies and Finance & Administration procedures.
  • Coordinating administrative workflows within the Dean's Suite to ensure all requests and inquiries are appropriately routed and addressed in a timely manner.
  • Managing shared administrative workroom supplies, coordinating supply orders, monitoring inventory levels, and ensuring office resources remain stocked and operational.
  • Supporting Finance & Administration workflows that facilitate efficient and compliant college-wide operations, including logistical coordination related to purchasing, reimbursements, and internal administrative requests.
  • Assisting with internal communications and scheduling coordination as needed to support senior administrative staff.
  • Assisting faculty with administrative tasks and operational requests in accordance with established timelines and departmental procedures.
5% Academic Program Support (Graduate Studies & Choral Activities)
  • Assisting the Director of Graduate Studies with administrative tracking and coordination of graduate student forms and documentation.
  • Supporting communication and coordination related to graduate student administrative processes.
  • Overseeing student worker support for choral uniform inventory and library organization.
  • Supporting administrative logistics for choral program events and activities as needed.
5% Other duties as assigned

Qualifications

Required Qualifications
  • Education: Associate's Degree (equivalent combination of education and experience considered)
  • Experience: Minimum 2-3 years of experience providing administrative support in a professional office environment with significant customer interaction, multi-tasking across operational areas, and demonstrated exercise of independent judgment.
  • Knowledge, Skills, Abilities:
    • Knowledge of administrative operations, policies, and procedures within a higher education environment, including familiarity with university systems and organizational structures.
    • Skill in developing and implementing operational procedures and training programs for front office and reception functions.
    • Skill in navigating complex stakeholder relationships across academic, administrative, and external audiences in a professional and service-oriented manner.
    • Ability to independently assess situations, apply institutional policy, and determine appropriate courses of action with minimal supervisory guidance.
    • Skill in coordinating concurrent administrative workflows across multiple operational areas while prioritizing competing responsibilities and deadlines.
    • Knowledge of HR administrative processes and financial transaction workflows within a university environment, including document routing, tracking, and approval coordination.
    • Ability to functionally supervise, train, and provide performance guidance to student employees performing administrative support functions.
    • Ability to exercise sound professional judgment when routing sensitive inquiries, handling confidential information, and managing high-stakes visitor interactions.
    • Ability to maintain confidentiality and handle sensitive HR, financial, and personnel information with appropriate discretion.
    • Ability to collaborate effectively across departments and administrative units to support efficient and integrated college operations.
    • Skill in verbal and written communication sufficient to represent the college professionally with students, faculty, staff, leadership, and external partners.
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Preferred Qualifications
  • Education: Bachelor's Degree in Business Administration, Public Administration, or related field.
  • Experience: 3+ years of experience in a higher education administrative environment with demonstrated responsibility for coordinating student employees, managing concurrent operational workflows, and providing administrative support across HR and financial processes.
  • Knowledge, Skills, Abilities:
    • Knowledge of university academic programs, student services environments, and the operational structure of a college of music or performing arts.
    • Skill in designing, delivering, and evaluating training programs for student workers in a higher education administrative setting.
    • Ability to coordinate and lead administrative support functions across multiple operational areas simultaneously with limited supervisory oversight.
    • Knowledge of university financial systems, purchasing procedures, and HR administrative workflows used in a Dean's Suite or comparable environment.
Work Location
  • Location: Knoxville, TN - Natalie L. Haslam Music Center Building
  • Onsite only; not remote eligible
Compensation and Benefits
  • UT market range: MR04
  • Anticipated hiring range: $40,000 - $42,000
  • Find more information on the UT Market Range structure here
  • Find more information on UT Benefits here
Application Instructions

To express interest, please submit an application with the noted below attachments:
  • Resume
  • Cover Letter


About The College

With a rich history of music excellence at the University of Tennessee, the former School of Music officially became a college in July 2023. As one of the few standalone music colleges among state universities in the United States and one of only four named colleges at UT, the Natalie L. Haslam College of Music affords music students a wide variety of professional experiences. Students can explore music through the lenses of analysis, business, composition, conducting, education, musicology, performance, and technology. Now is an exciting time to join our college as we expand our team to empower the next generation of musicians!

About Us

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.

Apply today and join the Tennessee Volunteer community!

About the Company

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The University of Tennessee