Administrative Support Specialist, UTC Office of the Chancellor

Job Description

The Administrative Support Specialist in the Office of the Chancellor provides organizational and operational assistance within the overarching functions of the unit as well as the event and programming arm of the unit.

Responsibilities

Assists with the planning and execution of University-wide events by:

• Scheduling and attending meetings with campus and/or community partners when needed
• Submitting space and/or catering reservations
• Preparing agendas and other public facing materials
• Gathering items needed for the set-up and facilitation of events
• Filing documents into shared database for posterity
• Collecting and recording RSVPs
• Processing invoices and/or receipts
• Assisting with correspondence on behalf of Director of University Events
• Attending and staffing events and/or meetings on campus when needed

Provides operational support to overarching office and staff by:

• Assisting with reception of phone calls and in-person guests of the office
• Assisting with processing invoices, receipts, and/or travel records
• Scheduling and at times attending meetings as needed
• Assisting with the supervision of student workers and/or Chancellor's Ambassadors
• Handling and storing confidential and sensitive records
• Assisting with the management of the office's technology, giveaway, and office supply inventory
• Providing support for adjacent executive offices during the vacancy or onboarding of new staff
• Understanding the role and nature of the Office of the Chancellor within the institution and larger UT System
• Contributing to general office optimization and efficiency
• Exhibiting exceptional customer service, care, and professionalism in all interactions with both the campus and local community
• Assisting in managing the Events Management System (25Live) for University events in the Chancellor's Room
• Gathering information on events, and when necessary, resolving issues related to event scheduling
• Developing, maintaining, and continuously revising the Chancellor's Office website

The ideal candidate will possess the following:

• Excellent communication skills, both oral and written, and interpersonal skills
• Strong organizational skills with the ability to manage multiple projects and tasks simultaneously
• Ability to exhibit professionalism, integrity, consideration, and confidentiality in all areas of role
• Proficient knowledge of all Microsoft 365, Google Workspace, and Adobe applications
• Knowledge and understanding of University's vision and mission
• Knowledge of budgeting, account reconciliation, and accounts payable

Review of applications will begin May 7, 2026, and will continue until the position is filled. Applications received by this date will receive priority consideration.

Qualifications

Minimum: Requires a high school diploma and four years of experience in the following areas, or an equivalent combination of education, training, and experience: University or other higher-education institution; Event planning experience, including logistics, contract arrangements, catering knowledge, and creative ingenuity; Candidate must have knowledge and understanding of technology applications to facilitate communications, including web applications and collaboration/communication tools

Preferred: Specialized experience in event planning, alumni and development, and special projects at a higher-education institution is preferred.